Within an individual organization, knowledge is often held by one or only a few individuals. During day-to-day operations and transitional periods, this can result in significant lags or delays. This leads to wasted time and productivity, as well as employee frustration. Providing your staff with the tools they need to effectively share knowledge can reduce these gaps in knowledge and help empower each member of your staff with the information that they need to do their jobs to the best of their ability.
The Benefits of Knowledge Preservation and Sharing
When you provide your staff with a means of preserving and sharing their knowledge, they can be more productive and spend less time looking for information, sending emails, and playing phone tag. In the real world, that looks like more time spent working and less time lost; this is better for both employers and employees.
Imagine that your business is planning a large event for clients. Several people have been involved in this process from year-to-year, and not all of them are aware of all elements. Division of labor can change from one year to the next, and there is some amount of staff turnover. If each individual only knows their own part of the process, you will likely create additional roadblocks in the planning process. The challenges apparent in this scenario are similar in a variety of other situations.
Knowledge sharing includes far more than traditional paper or digital files. Effective knowledge sharing provides your staff with access to information when they need it. If staff do leave the organization, the necessary information to appropriately on-board a replacement is already available.
Organization and Access
In order to share knowledge effectively, it is essential that your staff can create informational resources and then access that knowledge. This requires a media management system accessible throughout your organization, as well as the tools to upload files, record presentations, share images, and save video conferences. Information should be organized in logical ways, with powerful search tools that enable users to find what they need when they need it.
Think again about our large event, and what it takes to bring that event from initial planning to completion. This event requires spreadsheets for vendor contacts, site plans, presentations, and styling. Imagine that all of yours staff can access a folder of media containing all of this information, as well as videos from the event, captured recordings of presentations, and even notes and recordings from video conferences. When one person needs information, they can find it quickly and easily.