Curating knowledge
How AI can fix your documentation problem: From messy docs to knowledge sharing
Every team has that one doc. The outdated one. The messy one. The one buried in a folder called “Final_v3_UseThisOne”. It’s more than a nuisance—it’s a business risk. When documentation is unclear, outdated, or hard to find, knowledge gets stuck. Employees spend significant amounts of time searching for information or asking coworkers for help, leading to wasted hours and reduced productivity. And when knowledge gets stuck, things break: onboarding slows, mistakes multiply, support tickets pile up, and teams waste hours reinventing the wheel. The good news? AI can fix it. Fast.
Ryan Macpherson
July 22, 2025
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Introduction to knowledge sharing
Knowledge sharing is at the heart of every successful business. It’s more than just passing along information—it’s about capturing, organizing, and making knowledge accessible so teams can collaborate, innovate, and solve problems faster. When businesses invest in effective knowledge sharing, they close knowledge gaps, reduce costly mistakes, and empower employees to make better decisions. The right knowledge sharing tools make it easy for everyone to contribute their expertise, ensuring that valuable insights don’t get lost and that the organization can adapt quickly to new challenges. In today’s fast-paced environment, fostering a culture of knowledge sharing isn’t just a nice-to-have—it’s a competitive advantage.
The problem with poor knowledge management and documentation
Poor documentation isn’t just a formatting issue. It’s a flow issue. And it affects everyone:
New hires spend weeks piecing together processes through Slack threads and shadowing.
Support teams answer the same questions again and again.
Product teams get blocked waiting for context or SOPs.
Operations teams risk compliance issues or outdated steps.
Employees can spend hours each week searching for information due to poor documentation, leading to significant productivity loss across teams.
According to Panopto, 42% of valuable company knowledge isn’t documented anywhere. And when it is? It’s often hidden, hard to digest, or written for the wrong audience.
The real cost of scattered knowledge
Studies show that knowledge workers spend an average of 19% of their time just searching for information—that’s nearly one full day every week lost to inefficiency (McKinsey). When critical knowledge is scattered across email threads, outdated PDFs, and disorganized drives, the costs compound:
Lost time spent searching for the right information instead of executing critical work tasks
Inconsistent execution across teams or locations
Onboarding delays and slower ramp-ups
Increased support burden for internal and external users
By addressing scattered knowledge and improving documentation, you can increase productivity, leading to greater efficiency and better business outcomes.
And worst of all? You’re paying for this inefficiency every day.
Key features of knowledge sharing tools
Choosing the right knowledge sharing tool can make all the difference in how efficiently your team collaborates and grows. Look for a user-friendly interface that encourages everyone to participate, not just the tech-savvy. The ability to share knowledge directly within the tools and workflows your team already uses ensures employees can access the right information exactly when and where they need it. Seamless integration with your existing systems ensures that knowledge flows smoothly across platforms, while robust security features keep sensitive data protected. Key features like interactive content, built-in tools to check understanding, and the ability to easily reuse and reshare information help ensure that knowledge is engaging, effective, and consistently applied across your organization.Don’t forget about analytics and reporting—these tools help you identify knowledge gaps, track engagement, and measure the impact of your knowledge sharing initiatives, so you can keep improving over time.
How AI bridges the documentation gap with knowledge sharing tools
AI-powered document transformation platforms offer real time editing and seamless integrations with tools like Google Workspace, Google Drive, Microsoft Teams, and Microsoft SharePoint. This enables businesses to manage content, create content, and share content efficiently across teams. Standout features include reporting features to track engagement, delivering actionable knowledge, and supporting agents or teaching employees through an interactive experience. These platforms can serve as a knowledge sharing platform, knowledge base software, or internal wiki, helping keep critical documents readily accessible. Integration with other tools ensures the platform is an efficient tool for diverse business needs.
You don’t need to start from scratch. You just need smarter tools.
With Coassemble, teams can:
Convert documents into training in minutes
Use AI to generate structured SOPs from messy docs, or transcripts or a simple prompt
Create interactive learning experiences tailored to the audience
Keep content fresh with easy updates.
This is AI-powered document transformation at work. Instead of building training from zero, you can turn what already exists into something usable, trackable, and scalable.
Advanced analytics and reporting
Modern knowledge sharing tools go beyond simple content storage—they offer advanced analytics and reporting to help businesses unlock the full value of their knowledge base. With detailed analytics, you can see which resources are most used, spot areas where knowledge is missing, and understand how knowledge sharing impacts productivity and business outcomes. Machine learning and artificial intelligence take this a step further, providing predictive insights and personalized recommendations to enhance content creation and ensure employees always have access to the most relevant information. By leveraging these powerful features, organizations can continuously refine their knowledge sharing strategies, close knowledge gaps, and drive better results across the board.
Real-life example: From doc chaos to training clarity
Take a franchise network with 50+ locations. Every store has a slightly different way of onboarding staff, using outdated PDFs or inconsistent processes.
With Coassemble, the operations lead uploads a single document. The platform can also generate content to fill knowledge gaps and handle other files such as images or presentations. In minutes, it’s transformed into an interactive SOP training module—branded, trackable, and easy to update. Every new hire gets the same consistent experience, and store managers get their time back. This process streamlines content production for the entire organization.
The role of leadership
Leadership is the driving force behind a thriving knowledge sharing culture. When leaders actively encourage collaboration and recognize employees who share their expertise, it sets a powerful example for the entire organization. Providing the right tools and resources is important, but it’s equally crucial for leaders to demonstrate their own commitment to knowledge sharing—whether that’s contributing to the knowledge base, participating in discussions, or supporting ongoing learning. By making knowledge sharing a visible priority, leaders help embed it into the organization’s DNA, ensuring that everyone feels empowered to contribute and benefit from collective intelligence.
Best practices for implementation
Rolling out a new knowledge sharing tool is more than just a technical upgrade—it’s a strategic move that requires careful planning. Start by defining clear goals and objectives for your knowledge sharing initiatives, and identify key stakeholders who can champion the process. Develop a content strategy that outlines what knowledge should be shared, who will create and maintain it, and how it will be organized. Provide comprehensive training and ongoing support to help employees get comfortable with the new tool and understand its benefits. Establish metrics and benchmarks to track progress, measure success, and make data-driven adjustments as needed. By following these best practices, businesses can ensure a smooth transition, maximize the value of their knowledge sharing tool, and create a culture where knowledge truly powers growth.
This isn’t a knowledge base. It’s knowledge in motion.
Traditional documentation lives in wikis, drives, or help centers. However, traditional knowledge management methods often fall short in enabling effective sharing, organization, and collaboration.
Coassemble helps you take static knowledge and turn it into something that actually moves—through teams, across tools, and into action. This dynamic approach enhances information exchange, making knowledge sharing more seamless and effective.
Let’s fix the doc problem—for good
If your team is drowning in Google Docs, duplicated PDFs, or legacy handbooks, AI can help. Coassemble is the knowledge transfer platform that turns messy documentation into meaningful learning—without the bottlenecks. It integrates seamlessly with your existing systems, providing access to critical documents housed in other platforms without requiring you to move them.
Because good documentation doesn’t just sit there. It works.
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Join the knowledge revolution today
Unlock knowledge. Boost engagement. Drive results
No credit card required
Join the knowledge revolution today
Unlock knowledge. Boost engagement. Drive results
No credit card required
Join the knowledge revolution today
Unlock knowledge. Boost engagement. Drive results
No credit card required