Team Collaboration & Knowledge Sharing Platforms: Considerations and Lessons Learned
Over the past few years, a wide range of collaboration and knowledge sharing platforms have grown in popularity, including Slack, Facebook for Work, and Microsoft Teams. Project management tools like Trello, Asana, and Basecamp also offer features aimed at increasing collaboration and knowledge sharing.
So what works best and what doesn’t for real teams? What are the keys to successfully adopting a collaboration platform? While no platform is best for all situations, here are some lessons learned from experience, client insights, and practice.
1. Purpose Matters
More important than anything else: What organizational or business problem are you trying to solve with a collaboration platform? Is there a real need for this tool, or is it a case of technology for technology’s sake or fear of missing out?
“Better collaboration” is too vague. Framing the purpose of a new collaboration tool might include outcomes like:
- Easier real-time and asynchronous conversations
- Seamless switching between communication channels (typed messages to face-to-face)
- Single space for working drafts and active documents
- Searchable past chat conversations
- Easier connection and teamwork for remote teams
- Supplements to formal communication channels with informal team conversations
People are generally more willing to change their workflows and try new platforms if they understand how it will help them—making their lives easier, enabling them to work more efficiently, or helping the organization achieve its goals.
2. Strike a Balance Between Noise and Function
While fun features can boost team engagement, too much unproductive content can drive people away. Thoughtful architecture—such as separating informal chat from essential information—keeps a platform useful and relevant.
3. Balance Security and Sharing
This is critical and challenging. Adding another platform often means another login, another thing for staff to remember, and another place where organizational information can become siloed or lost.
Without single sign-on, staff may have credentials for many systems, increasing both fatigue and security risks like password reuse. Even with single sign-on, introducing a new tool requires significant justification. The platform’s value must clearly outweigh the investment of staff energy and organizational risk.
4. Be Clear in Your Expectations
If organization-wide adoption is your goal, clarify how the tool should be used:
- Is it for all internal communication or just for specific groups?
- Where should different types of content be posted?
- What are staff responsibilities – reading certain channels daily, weekly, or as needed?
Clear guidelines enable effective use and prevent confusion.
5. Define How You’ll Measure Success
Decide early how you’ll define and measure success. Which data points or metrics matter? How will you collect feedback—quantitative and qualitative? Building in feedback mechanisms helps you adapt over time and demonstrates an ongoing commitment to improvement.
6. Involve Leaders and Champions
Leadership engagement is essential. When leaders model desired behaviors—such as sharing reflections or updates—adoption improves. Likewise, identify staff champions across the organization to lead by example, encourage adoption, and drive engagement.
7. Rollout Strategies Matter
A successful rollout requires more than a single email announcement—no matter how tech-savvy your team may be. Don’t assume familiarity with social media translates to comfort with work collaboration platforms. Communicate the goals, purpose, and value clearly. Keep the introduction engaging but not overwhelming.
8. It’s All About Change Management
Introducing new platforms is fundamentally about managing change. Communication, support, and addressing concerns determine success. Plan for formally sunsetting legacy platforms, as keeping “just in case” systems open can undermine adoption of the new platform.
Change is difficult, but with a thoughtful approach that values staff input, pilots, adapts, and scales over time, organizations can build sustainable collaboration habits.
Talk about what’s working, what’s not, and share your lessons as you move forward.
