Workshop Title

"Breaking Down Information Silos in Remote Teams"

Problem

Critical knowledge is not shared across the team.

Objective

Improve knowledge sharing across the team to prevent information silos and ensure everyone has access to the information they need.

Benefits

• Reduced duplication of work
• Faster access to key information
• More transparency across the team
• Consistent processes for storing and sharing knowledge
• Stronger culture of collaboration and openness

Materials Needed

• 60 mins
• Virtual meeting platform (Zoom, Teams, etc.)
• Collaborative document (Google Docs, Miro, MURAL, etc.)
• Polling or chat function for quick engagement
• Breakout room feature for small-group discussions

Process

1. Introduction (10 minutes)

• Facilitator sets the scene:
  “Information silos slow us down, cause frustration, and lead to duplicated work. Today, we’ll explore how to share knowledge more effectively as a team.”
• Quick poll: “How often do you struggle to find the information you need at work?” (Scale of 1-5)
• Discussion starter: “What’s one time when a lack of information caused a problem?”

2. Identifying Where Silos Exist (15 minutes)

Exercise: Where’s the Block?

• Breakout rooms (3-4 people).
• Discuss:
  • “What information do you frequently struggle to access?”
  • “Where do we keep information that others might not know about?”
• Each group lists 3 common information gaps in a shared document.

Debrief

• Look for common themes (e.g., knowledge stuck in emails, unclear documentation, lack of shared folders).
• Reinforce that silos are often unintentional—people don’t realise others need the information they have.

3. Best Practices for Knowledge Sharing (15 minutes)

• Introduce 3 key principles for preventing silos:
  1. Make knowledge easy to find – Use shared folders, wikis, or team dashboards.
  2. Standardise how information is shared – Set clear rules for documenting and storing key info.
  3. Encourage proactive sharing – Don’t wait to be asked; share updates and insights regularly.
• Ask: “Which of these would make the biggest difference for our team?”

4. Practical Application (15 minutes)

Exercise: Fix the Flow

• Each participant writes down one piece of knowledge or resource they often have to search for.
• In pairs or small groups, they discuss:
  • “Where should this information be stored?”
  • “How can we make it easier for others to find?”
• Share a few examples and agree on 1-2 quick improvements the team can implement.

5. Action Plan and Close (5 minutes)

• Each person commits to one action to improve knowledge sharing in their role.
• Facilitator summarises key takeaways.
• Follow-up: Suggest a monthly knowledge-sharing check-in to keep improving.