5 common mistakes when sharing knowledge

Imagine this: An organization launches an innovative community intervention strategy. It works. It generates impact. But months later, another team in another region tries to replicate it...and fails. The problem? No one knew exactly how it was done. There was no documentation, no shared learning, no follow-up.

And just like that, valuable knowledge was lost.

This type of situation is more common than we think. Because sharing knowledge is not just sending a file or giving a talk, but building a culture where knowledge circulates, evolves and generates value.

Today I share with you 5 common mistakes we tend to make when “sharing knowledge”, with practical ideas to avoid them.

❌ Mistake 1: Believing that sharing is speaking out loud.

Many people think that sharing knowledge is simply saying what they know. But talking is not sharing, much less guaranteeing that the other understands or can apply that information.

Example: In a meeting, an expert enthusiastically explains her work methodology. Everyone agrees. But when they try to implement it, the team draws a blank. There was no guidance, no examples, no opportunity to ask questions.

How to avoid it: Always share with the audience in mind. Make sure the information is understandable, applicable and transferable. Use examples, visuals, supplemental resources, or feedback spaces.

❌ Mistake 2: Confusing sharing with documenting.

Documenting is not just “saving” information: it is structuring it for others to understand and use in the future. If there is no clear place to find it, what is shared is lost.

Example: A coordinator keeps his evaluation reports in personal folders. When he changes positions, no one else can find that data. Where is that knowledge left? On his hard drive... or forgotten.

How to avoid it: Go for common repositories (such as SharePoint, Google Drive, Notion). Establish clear structures, friendly names and labels for easy searching. And don't forget to train the team to use them.

❌ Mistake 3: Assuming everyone needs the same thing.

Not all audiences require the same information or the same level of detail. Sharing without considering this leads to overload, confusion or disinterest.

Example:A lengthy technical report is shared with community stakeholders who only need a visual and practical summary. The message does not get through. The effort is wasted.

How to avoid it:Segment your audiences. Ask: What do they need to know? How do they prefer to receive the information? Adapt the format and language: infographics, short videos, practice sheets or executive summaries can be more effective than long documents.

❌ Mistake 4: Not creating spaces for real exchange.

Sharing knowledge should not be a unidirectional act. Without spaces to discuss, question and build collectively, knowledge does not evolve: it is only recycled.

Example: An organization launches a series of bulletins with best practices. But it never invites teams to share their own learning or to debate its applicability. It becomes a showcase, not a conversation.

How to avoid it:Facilitate communities of practice, learning circles, reflection workshops or just short “what we learned this week” meetings. Knowledge flourishes in the exchange.

❌ Mistake 5: Underestimating the value of informal knowledge.

Useful knowledge is not always in reports. It often lives in everyday experience, in hallway conversations, in improvised but effective solutions. And if it is not made visible, it is lost.

Example: A community promoter has a brilliant way of gaining the trust of families... but she never documented it. No one asked her about it. Her knowledge, though valuable, was never shared.

How to avoid it: Ask questions, record anecdotes, invite storytelling. Use storytelling, informal interviews or short videos to capture that “know-how” that doesn't always make it into an Excel, but transforms realities.So what does knowledge sharing really mean?

Sharing knowledge involves intention, empathy, strategy and follow-through. It's not about demonstrating what you know, it's about helping others learn, apply and improve from that knowledge.

If we want smarter organizations, more resilient communities and more prepared teams, we must stop seeing knowledge as individual property... and start seeing it as a collective resource that is cultivated, nurtured and shared generously.

Question for you:

Which of these mistakes have you seen or experienced? What do you or your team do to share knowledge effectively?

Write your comments. And if you found this article useful, share it with your team. Sharing knowledge (well done) starts with small actions like this.

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