Knowledge Sharing Tools and Techniques to Add in a Workplace

Discover how to choose a knowledge-sharing tool that will transform organization’s productivity – & how to get the most out of it

June 9, 2023
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Every one of your employees brings their own unique institutional – and industry – knowledge to the table within your organizaiton. And getting that invaluable knowhow out of their heads and into a central hub for everyone to access is one of the best investments any company can make.

That’s where knowledge sharing tools come in. They can throw rocket fuel on your organization’s productivity and help you avoid institutional knowledge being lost when teammates choose to move on.

Read on to discover how to choose the right knowledge sharing tool for your organization – and how to get the most from it. 

What is a knowledge sharing tool?

A knowledge management tool is a centralized hub that houses all a company’s important information, guidelines, and processes. These platforms make it easy for all an organization's employees to access the information they need to do with a few clicks of their mouse. 

And because knowledge management tools are cloud-based, they give every employee access to the most up-to-date version of a document, meaning no one will be working from outdated information or obsolete processes. 

What is the importance of knowledge sharing tools?

While implementing effective knowledge sharing methods and tools might not be the sexiest project you’ll work on this year, it might just have the highest ROI.

Here’s why:

  • Businesses with 1,000 employees lose a massive $2.7 million in lost productivity each year because of inefficient knowledge sharing (rising to a whopping $13M for businesses with 5,000 employees).
  • On average, employees spend 5.3 hours each week waiting for information they need to progress a project they're working on.
  • 36% of employees find it hard to exchange information across different teams, causing silos. 

And the bigger your company, the bigger the impact implementing team knowledge sharing tools will have, with Fortune 500 companies losing at least $31.5 billion a year by failing to share knowledge.

Knowledge sharing and dissemination tools are even more important in the age of remote and hybrid working. Remote employees can’t just ask a question to a teammate across their desk, so it’s crucial they can always quickly and easily find what they need to do their jobs – otherwise, their question might end up sitting unanswered in someone's email inbox for days.

What type of tools can support knowledge sharing?

Choosing the right company knowledge sharing tools can be the difference between your employees adapting to them like ducks to water or them going largely unused.

Here’s our pick of the best knowledge sharing tools to get started with to help make sure your teammates make good use of them:

Google Workplace

Want to implement a knowledge sharing system fast? Look no further than Google Workplace.

Between Drive, Docs, Sheets, and Slides, you’ve got everything you need to start collecting crucial company information and documenting your processes. Everyone in your organization will be able to access all this information, and since most people are familiar with Google’s products there won’t be a learning curve for your employees. Plus, until you reach the storage limit on free Gmail accounts, this platform won’t cost you a dime. 

Of course, Google Workplace isn’t a long-term solution. Drive isn’t the most navigable platform, and it doesn’t come with the bells and whistles that you’ll get from specialist employee knowledge sharing tools. But it’s a great starting point if you’re looking to build a knowledge sharing system from scratch.


Looking for something a bit more robust than Google Workplace? We designed our Knowledge Base Flow to allow distributed teams to: 

  • Have a single place for all the valuable knowledge and best practices 
  • Provide and change visibility based on department or responsibilities 
  • Easily add, remove, and modify information based on current updates and company changes
  • Make learning accessible and widely usable for the whole organization

Plus, Assembly users get access to the rest of our specialist Flows as well, including the Workplace New Feed and Daily Recap. This arms your organization with all the tools you need to keep all your employees updated and make sure all the information they need is at their fingertips at all times. 


It’s often much easier to record a quick video of yourself walking through a document or process than sitting down and writing the same information out. And that’s where Loom comes in. 

This handy tool lets you record your screen and microphone, making it as easy as possible to illustrate a point or demonstrate a process. You can then save the video to your company wiki so anyone can access it for a step-by-step walkthrough of a particular process.

How to get the most from your knowledge sharing tools

A comprehensive and up-to-date company wiki can save each of your employees hours a week – and your company tens of thousands of dollars in improved productivity.

Here’s some best practices for getting the most from the knowledge sharing methods and tools you choose:

Choose software that’s easy to use (and set up)

Your employees aren’t going to use a knowledge sharing platform that’s difficult to access, clumsy to navigate, and impossible to search. So, first things first: the knowledge sharing tool you choose needs to be easy to use – and work seamlessly with the software your team is already using.

Reward employees for sharing their knowledge

Fail to encourage – and incentivise – your employees to share the knowledge and document the processes that make up their role and they’re not likely to do it. So, be sure to regularly carve out time in your teammates’ schedules for them to upload and update their knowledge to the platform. For the best results, incentivise your people to update processes by rewarding the people in your organization who update things the most often. You might even want to give out prizes to people who find and document a more efficient way of completing a process.

Keep things organized

If an employee can’t find whatever information they need from your company wiki fast, they won’t use it – and they certainly won’t spend their time adding to it.

So, it’s crucial you keep your knowledge base organized. Creating guidelines for your employees to follow when adding an updated information will help here. But even the smallest of companies will benefit from putting someone in charge of keeping your company wiki organized and every entry properly labeled, tagged, and saved to the right folder. 

As soon as your company wiki becomes hard to navigate, people stop using it. Which means you’ll see a huge return on investment on every staff hour you invest in keeping your knowledge base organized and easily navigable. 

Empower your teammates to use the format that suits them

Some people prefer to write out a process in a Google Doc, some prefer to create a slide deck, and some prefer to record a Loom. Encouraging your employees to record knowledge and document processes in the medium that they’re most comfortable with will lead to as many people doing it as possible.

Don’t make your company wiki the final word

A comprehensive and up-to-date knowledge base is an invaluable productivity tool. But you’d be making a mistake if you treat it like a replacement for training your employees.

For example, studies have shown teams learn a new process faster if someone already familiar with it walks them through it in-person rather than just documenting their knowledge and sharing that with them.

A Loom video of a colleague completing a process is even more useful for employees who’ve already been shown that process with the chance to ask questions along the way.

The final word

Fail to make use of knowledge sharing processes and tools and your organization’s productivity will take a big hit every time a teammate moves on from your organization. 

But if you implement a system that captures as much of your teammates’ institutional knowhow as possible, you’ll move from strength to strength as your company grows rather than risking losing track of the knowledge and processes that are the lifeblood of your business.

Give every employee instant access to this information through a company wiki and your organization will be ready to run as efficiently as possible.

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Frequently Asked Questions

Is Assembly SOC 2 compliant?

Yes, at Assembly, security is a top priority. Each quarter, we have ongoing security work that is everyone’s responsibility. While we maintain a strong security posture, it was important for us to prove to our customers that we do everything we claim to do. This led us to pursue a SOC 2 Type II report that would provide evidence of our compliance with industry gold-standard security practice.

What's the ROI for employee recognition?

There is study after study showing that employee recognition leads to increased engagement. This in return creates an environment where employees are happier and more motivated which increase productivity and reduces voluntary turnover significantly. In order to filled critical roles, companies tend to spend nearly twice the value of an annual salary. Assembly is an investment in your employees that supports your bottom line.

Does Assembly offer longer-term contracts?

Yes, we will offer contracts for companies with longer-term agreements to help larger customers have more certainty around future costs.

The minimum agreement term is a 12-month subscription.

Does Assembly offer onboarding support?

We do and for FREE! Any new customer needing further support to get started with Assembly to ensure you're set up for success can request custom onboarding support. Improving your employee experience is about much more than just using our amazing software; it’s about transforming your business to create a workplace that people love. That’s much easier to do with the personal support and advice from our passionate people experts.

Is there a free version of Assembly?

Yes. We offer a completely free plan for up to 50 team members. This plan is intended for teams or organizations that are looking to get started with an employee engagement tool. Keep in mind, this plan is limited in features.

All customers can open an Assembly account for free and get started without a credit card. Then you can change plans as necessary.

How much do rewards cost?

At the time of redemption (when your employees exchange their points for a paid reward) you'll pay face value. If a reward is a $10 Amazon gift card, your cost will be $10. All paid rewards are billed for on a monthly basis.

The good news is that you don't have to pay for rewards upfront because we only charge you when points are redeemed, not when they're earned.

Does Assembly offer discounts?

We offer discounts or educational or charitable organizations. In order to secure a discount, you'll first need to book a demo with a customer support specialist.

For all other organizations, we are willing to consider longer-term agreements in exchange for discounts. To set up annual plans or longer, you will need to book a demo with a customer support specialist.

How do I cancel my plan if needed?

If you're on a month to month plan, you can go here and cancel anytime. If you're having concerns or need help setting up your account for success, you can always book a demo with a customer support specialist.

If you're on a longer-term custom plan, you'll need to reach out to your customer support specialist to cancel your account or email us at

What customizations are available?

Great question! You can customize your core values to match your organization's to boost and track alignment. You can change your currency from the 🏆 emoji (our default) to any emoji of your choice. You can swap our logo for your own. You can also set up company culture rewards such as, "Lunch with the CEO," "Buy a book on us," and so much more!

Who can give or receive recognition?

While we recommend a peer to peer set up where anyone in your organization can give or receive recognition, you can set up Assembly however you want. If you need to limit the people who can give or receive recognition, that's perfectly fine and can be done from your Admin, here.

What integrations are available?

Assembly connects to the tools your employees use every day to offer an easy, seamless experience with minimal change management.  

Assembly has integrations with HCM/HRIS systems like ADP, Google, Office 365, and Slack. We also integrate with communication tools like Slack and Teams so you and your employees can access Assembly wherever they work now.

What's your average adoption rate?

That depends on the company's permissions set up. That said, over 90% of the employees on Assembly's platform are recognized on a monthly basis. That means nearly every employee across all of our customers are receiving regular recognition from their peers, managers, or leadership. We're extremely proud of this.

Must rewards be set up to use Assembly?

They are not required. You can use Assembly without having rewards set up. However, we don't recommend it if you intend to have a high adoption and usage rate. You can always keep the costs down by offering internal culture rewards that are fulfilled by you internally.

Are points required to use Assembly?

No, you can remove allowances from anyone or everyone. It's up to you but we do recommend using points whether they're worth a real dollar value or not. Companies that use points have a much higher engagement rate even if those points don't exchange for real dollars.

Could find the answer you are looking for?

Please schedule time with an expert and we will help you to get all your questions answered