Project Management

Let Team Preferences Guide Knowledge Sharing Practices

From the Voices on Project Management Blog
by , , , , , , , , , , , , , , , , ,
Voices on Project Management offers insights, tips, advice and personal stories from project managers in different regions and industries. The goal is to get you thinking, and spark a discussion. So, if you read something that you agree with--or even disagree with--leave a comment.

About this Blog


View Posts By:

cyndee miller
Lynda Bourne
Kevin Korterud
Conrado Morlan
Peter Tarhanidis
Christian Bisson
David Wakeman
Jen Skrabak
Mario Trentim
Wanda Curlee
Yasmina Khelifi
Sree Rao
Lenka Pincot
Soma Bhattacharya
Emily Luijbregts
Jorge Martin Valdes Garciatorres
Marat Oyvetsky
Ramiro Rodrigues

Past Contributors:

Rex Holmlin
Vivek Prakash
Dan Goldfischer
Linda Agyapong
Jim De Piante
Siti Hajar Abdul Hamid
Bernadine Douglas
Michael Hatfield
Deanna Landers
Kelley Hunsberger
Taralyn Frasqueri-Molina
Alfonso Bucero Torres
Marian Haus
Shobhna Raghupathy
Peter Taylor
Joanna Newman
Saira Karim
Jess Tayel
Lung-Hung Chou
Rebecca Braglio
Roberto Toledo
Geoff Mattie

Recent Posts

Want Innovation and Collaboration? Rethink Your Office Space

Let Team Preferences Guide Knowledge Sharing Practices

Earth Day: Urgency Meets Action with Projects to Heal the Planet

4 Essentials for Leading Remote and Hybrid Teams

What Does It Take to Build a Successful Project Team?


By Yasmina Khelifi, PMP, PMI-ACP, PMI-PBA

In my last post, I wrote about the benefits of sharing knowledge. Now it’s time to talk about how you’ll document and maintain that information. And this is where project leaders should turn to their teams for ideas.

A few years ago, I belonged to a very efficient and collaborative project team. We were all responsible for a service deployed across different manufacturers’ models, hence the importance of having up-to-date information. We maintained a spreadsheet file shared on a cloud service and we updated it regularly, as agreed on by the team. Then a new manager decided to implement a different system. The team was told to send all information to two administrators who would handle updates.

You can imagine what happened.

Almost no one sent the information and the system was decommissioned after two years. As a result, all the knowledge our team had built over the years was lost. What was deemed a more professional or advanced tool ended up crippling the knowledge base.

As a project leader, we need to trust our teams and let them define the best ways to share and store information. We’re not talking here about an encyclopedia of knowledge. It’s really just enough documentation to help handover and onboarding.

One of the best ways to ensure knowledge sharing is to record presentations and conference calls. You can also take detailed notes to share with other project team members.

Another major part of closing the information loop within teams is to solicit and give constructive criticism and feedback. Postmortems, retrospectives or lessons learned are an invaluable opportunity to share knowledge and ultimately document it.

How do you let team preferences shape your approach to sharing knowledge?

Posted by Yasmina Khelifi on: May 02, 2021 02:54 AM | Permalink

Comments (8)

Please login or join to subscribe to this item
Dear Yasmina
Very interesting the theme that brought to our reflection and debate
Thanks for sharing and for your opinion.
I was intrigued to think. Why is "Almost no one sent the information and the system was decommissioned after two years."?


Great perspective. I totally agree with your point that you need to trust you team and how they would like to handle knowledge sharing.


Thanks Yasmina,
You said "As a project leader, we need to trust our teams and let them define the best ways to share and store information". I totally agree with you and more again that a new tech not adapted and validated by any team is destructive

All is about trust!
Thank you for sharing.

Hi Mayte, thank you so much for your feedback!

Hi Kwiyuh, thank you so much for your feedback! stay safe, Yasmina

Hi Rami, thank you so much for your feedback. Stay safe! Yasmina

Hi Luis, thank you so much for your feedback and curiosity. I think we stopped to send because we were not accountable any more and perhaps because we did not fully agree with the new organization set up.

Please Login/Register to leave a comment.


Sometimes I think war is God's way of teaching us geography.

- Paul Rodriguez