Knowledge Sharing Platforms: Centralise Information, Drive Impact

Gary Stringer
December 6, 2023
December 6, 2023
Knowledge Sharing

If you’re an L&D, HR, or people leader working in a growing, distributed, and hybrid business, you’ll know this struggle all too well:

Managing and sharing knowledge is becoming increasingly more difficult.

👉 Growing fast means more and more content is being created, but it’s scattered and hard to find.

👉 The hybrid and distributed ways of working mean there’s not consistent access to knowledge and knowledgeable people.

👉 And because capturing knowledge is difficult, you lose it every day and every time people leave the business.

But the world is changing too fast to do all of this manually and re-learn the things you once knew, that’s why you’re here searching for a knowledge sharing platform.

A tool that can help you manage knowledge and connect people with it in moments where it’ll influence performance.

And there are two fundamental parts to this…

Capture knowledge from internal experts and in the flow of work 

A huge amount of knowledge exists in your company, and a lot of it’s built in the context of your business.

So the challenge isn’t that you’re lacking knowledge, it’s capturing it.

That’s why we created the Nugget: a way for team members across your business to capture knowledge, without all the friction and hurdles they typically face 👇

Ok, so you’ve got the means of capturing knowledge, but how can you do it in the flow of work where conversations move fast?

A HUGE employee bug bear with learning tools is that they take them out of the workflow.

If we ask ourselves which tools people normally ask for and share information in, we can build a knowledge sharing culture that works with existing habits - rather than trying to change them.

That’s why we brought the Nugget to the places people work every day, like Slack and Teams - the collaborative tools at the heart of your business.

Here's a quick demo of how our Slack integration works:

Centralise all that knowledge in a single place

You know what else people hate? Not being able to find knowledge when they need it.

  • 29% of people are waiting days or longer for information at work.
  • More than half have struggled to find digital documents while working remotely.

And it’s typically because knowledge is scattered in many places, so when they look for it, they can’t find it.

From Google Drive and SharePoint to team-specific knowledge bases and even someone’s hard drive, there are countless places content COULD be…

But your people are searching when they have problems and challenges to overcome, so the delays are damaging their performance and how they perceive learning.

This is why we use integrations to centralise all your resources in one place and put them at the end of a single search.

See how Unified Search works in less than 30 seconds below.

A problem arises, you search, and all the relevant resources are surfaced.

If a resource doesn’t exist, that’s your cue to create one and ensure there is a consistent answer next time it does arise.

“You’ll get people who don’t want to say they’re struggling with an area, but with HowNow they will search for knowledge, find the questions & answers themselves - and then progress!” - Maria Temple, Training Manager, Charlton Morris

What happens if we fail to capture and centralise knowledge?

1. People can’t find information, meaning we can’t influence performance

Almost a third of employees are waiting days or longer for vital information (Appspace).

And more than half of employees have been unable to find digital documents (Beezy).

And that’s because we’ve either failed to capture information - meaning they have to ask someone and wait for a reply - or because knowledge is scattered in too many places for people to find it when there’s a problem to solve.

These are our true moments of need, and they’re when we’re most motivated to learn by the challenge at hand.

They’re also when we’ve got a chance to apply what we learn, meaning we can influence someone’s performance by connecting them with the right knowledge.

But if they can’t find it or wait days for a reply, we miss those moments, and everyone loses.

2. We lose knowledge we already knew and have to learn it all over again

👎 We’ve been too comfortable losing the wisdom people share every day.

Our internal experts are asked repeat questions based on their business-specific knowledge all the time, and because we don’t have a way to capture it, it gets lost until the problem pops up again.

Slack is the perfect example.

The average user is logged in for nine hours per day and sends anywhere from 200 to 1,000 messages per week.

Multiply that by the number of people in your team and you can see the scale of how much knowledge gets lost.

If we don’t have a wider plan to capture expert knowledge, we lose that knowledge when we lose those people.

❌ The trials and errors. 

❌ The things people could only know by being part of your internal projects.

❌ The nuances of how industry theory applies to your specific business.

These are the things we build over time and should be terrified of losing! 

In a world that’s changing this fast, we cannot afford to re-learn our mistakes or re-test the things that have and haven’t worked in the past.

A culture and tool for capturing knowledge from our internal experts protects us against this.

And the mad rush to record everything someone knew in the space of their notice period.

When a knowledge sharing tool is used well, this happens…

1. People perform better because they can find the information they need

If we remove the friction to finding relevant content, we’re ensuring people can solve problems when they arise.

Imagine facing the very specific problem of adding new customers to your system…

And in that moment, not only can you find advice from an internal expert who knows the effective way to do it, you can find that information quickly at the end of one search.

Now, you can tackle the challenge and reach the goal in the moment when it matters, and as a byproduct…

👉 The customer experience is better because they’ve been enrolled quicker.

👉 We’ve not asked an internal expert a repeat question.

👉 Meaning we’ve not had to wait for a reply, AND we’re all following consistent advice.

2. Our people have a better perception of learning in our company 

When knowledge sharing is connecting people to relevant knowledge without friction and when it matters, we’re creating a positive feedback loop.

I search when I face a problem 🤝 our knowledge sharing platform provides the information that solves it.

So I’m more likely to do it again, and speak in glowing terms to other people in the business.

Companies talk about wanting to build a knowledge-sharing culture, but you’ll only foster that if people feel you’re solving a problem and adding value.

Otherwise, at best, they’ll do it once, have a bad experience and never do it again.

3. Rather than losing information, we can build compound knowledge as a company

If we’ve got a simple way to capture knowledge…

And it can be found and engaged with in a single place…

We’ve got the capability to build on each other’s knowledge! 

Imagine you’re a UK-based sales rep in a global company, and you’ve just uploaded your step-by-step process to effective outreach.

The wisdom that’s helped you increase the pipeline by a significant amount.

But there are a few subtle cultural differences that mean this playbook can’t run exactly the same in the US, and an expert in your office there is able to point out which.

We’re now using our knowledge sharing tool to collaborate on the content and ensure we’re acting even more effectively as a company.

This is the pinnacle of team collaboration and effective knowledge sharing! We've not only centralised knowledge, we're building on it together as we grow and learn new things.

Ready to capture knowledge and centralise it to improve performance when it counts?

Book a demo today and we’ll show you how to get this done in HowNow.

“HowNow is the way learning should happen! It’s revolutionised the way we share information and has enabled everyone to learn thanks to multiple integrations.” - Jade Potgieter, Campus & LSG Lead, JUMO