Increasing Team Engagement Through Knowledge Sharing

Many team leaders underestimate their ability to foster engagement immediately. One simple yet highly effective strategy is introducing external knowledge into the team—insights that support both personal and professional growth. This approach is easy to implement, requires no budget, and provides access to cutting-edge information relevant to the team. I was delighted to witness a colleague, who led a large team at the time, successfully implement this initiative. Let’s explore the process!

Priming the Pump

As I mentioned in a previous article, a layered approach to building team engagement can significantly help to improve your chances of success. If you’re curious about this method and want to learn more, you can find additional details here.

Identifying a Topic and a Speaker

A great way to pinpoint a relevant topic is by reflecting on team performance reviews. When writing evaluations for your team members, do you often think, “I wish my team had more exposure to X” or “If only someone could teach them Y”?

Additionally, consider team members who frequently discuss industry trends, innovative tools, or methodologies that could benefit the team. From a succession planning perspective, what could be more valuable for an emerging leader than developing expertise in a critical area? What excites them? What knowledge gaps, if addressed, could strengthen both the individual and the team?

Another effective method is the “elephant in the room” strategy—identifying potentially impactful topics that aren’t being discussed in one-on-one meetings but could positively impact the team. If a team member researches and presents on such a topic, it deepens their understanding while benefiting the entire team.

Preparing the Speaker

Selecting the right speaker is an important step in the planning process. You might choose an individual contributor being considered for a management role or a team member who could benefit from developing presentation skills.

Once selected, provide ample encouragement leading up to their talk. Many first-time presenters face common challenges:

1. Overloading Content: They accumulate so much information on their topic that they struggle to simplify it for the audience. Encourage them to frame the topic as if explaining it to a family member unfamiliar with the subject.
2. Lack of Audience Engagement: Some speakers focus solely on delivering content without engaging their listeners. Suggest incorporating questions in their speaker notes to make the session more interactive.
3. Handling the Q&A: Support your speaker at the end of their presentation by asking a thoughtful question if your team members draw blanks during the Q&A session. This will help boost the speaker’s confidence and dispel the awkward silence.
4. Timing: A 30-minute session may be too brief, while 60 minutes can feel too long. A 45-minute session with time for Q&A at the end often works best.

Scheduling

Consider scheduling sessions during lunch breaks so team members can learn while they eat (e.g., Lunch-and-Learn sessions). Ensure the frequency is manageable—biweekly, monthly, or quarterly sessions work well. Alternatively, a structured Learning Week with multiple sessions can create momentum.

To maintain engagement, define a clear beginning and end (e.g., Spring Learning Sessions), preventing the initiative from dragging on and losing enthusiasm.

Recording and Sharing Sessions

1. Recording: Use Zoom or another platform to record the talks, making them available on an internal learning platform if possible. This allows other teams to access relevant content.
2. Sharing Materials: After the session, distribute the presentation file as a PDF along with links to source materials. This reinforces learning and serves as a reference for future speakers.

Post-Learning Event Follow-Ups

To maximize the impact of each session, follow up with both the speaker and your team:

1. Gather Feedback: Use Google Forms or an internal survey tool to collect feedback. This helps improve future sessions and identifies whether deeper exploration of certain topics is needed.
2. Post-Mortem Discussion: Conduct a review with the speaker using a positive feedback approach—highlight strengths, suggest improvements, and reinforce another positive aspect. Recognizing achievements fosters motivation and personal development.
3. Observing Growth: These sessions offer an opportunity to assess whether the speaker demonstrates confidence in uncertainty, understands methods for engaging the audience, and views the experience as a valuable learning opportunity.
4. Peer Coaching: If multiple sessions are planned, consider having previous speakers mentor upcoming ones, reinforcing a learning culture.
5. Setting an Example: It might be helpful if the team leader delivers the first session, setting expectations and serving as a model for future speakers.

Keeping It Fun and Informal

The experience should be enjoyable rather than a rigid, formal learning event. Speakers should feel comfortable sharing insights, and attendees should appreciate the opportunity to gain valuable knowledge. By cultivating a supportive environment where team members are excited to present and learn from one another, you’re not just increasing engagement—you’re fostering a culture of continuous learning and growth.

Have you found a successful way to boost engagement in your team? I’d love to hear about it in the comments!

If you’re interested in coaching or training to develop team or individual assertiveness and engagement, contact me here.