The Superiority of Information Exchange over Information Sharing

Moving from Transactional Communication to True Collaboration

As a career IT professional, I understand the contributions and impact that our function provides to the overall mission. Whether that be supporting air operations, personnel support services, or ensuring the overall security and defense of the cyber domain, our IT services consistently work behind the scenes to ensure our fellow teammates are enabled via technology and can execute their missions smoothly and with minimal interruption. A snappy quote to summarize the nature of our business is, “You can talk about us, but you can’t talk without us.” Information sharing in the digital age has become paramount to organizational success and mission accomplishment, but that does not mean analog methods of communication are no longer valuable.

In general, information sharing within an organization is seen as a positive attribute. Therefore, the opposite of that statement—information not being shared—would be considered a negative attribute. The inability for information to flow freely, both vertically and horizontally, within an organization is often cited as a common workplace issue that directly correlates with employee frustration and wasted time. The flow of information can take place in various forms, both digital and analog, each with its pros and cons.

Email is a poor, one-way communication technique that we have unfortunately become dependent on. It is fast and can be accessed from virtually anywhere, but it is extremely ineffective in ensuring messages are received in the manner the sender intends. In-person meetings can inadvertently swerve into off-topic discussions unless they are moderated properly; otherwise, they turn into a recurring waste of time that everyone dreads. Meeting minutes can be erroneously transcribed, even through the use of AI tools, as context and body language cannot be accurately captured in written delivery.

Since everyone processes information differently, a combination of information-sharing methods may yield the optimal level of satisfaction among teammates. Organizations may be willing to invest in and provide multiple tools to share information, but more does not necessarily mean better. Better means better. 

Better would be the deliberate and intelligent application of the right tools to share information at the right time to assist in making the right decisions. That is something completely different from the information-sharing environment I just described.

Instead, I prefer to operate in an information exchange environment with my teammates, which I will offer has a slight difference in definition and application. From my perspective, information exchange carries two critical caveats: the flow of information should be managed as a fluid asset, and both sides of the exchange must actively communicate to ensure clarity and understanding are achieved before ending the exchange.

The availability of information as an asset between two teammates can be considered a sign of implicit trust in one another. By making information readily available, no hidden agendas or secretive activities can exist. All factors are considered valuable and made available for consideration so informed actions can be taken. This also allows for agile movement when necessary, as one does not need to be physically present to receive the information; they merely need access. Multiple dynamic activities can be executed in parallel, under careful orchestration, at the speed of relevance when the flow of information is truly available.

Should the information change in form, those changes should be communicated throughout the environment so all teammates are aware and can adjust their actions accordingly. I used the term “fluid asset” to reflect that changes to information are inevitable, so it is best to expect those changes and be prepared to absorb them as a team to minimize friction and wasted time. 

Sharing can be considered a transactional activity where neither side is invested in the other’s best interest, while exchanging can be considered a mutually beneficial activity where both sides work together to achieve unified interests. 

This is why I believe active communication during information exchange is necessary for team success. Asking questions for clarity and understanding between teammates during information exchange is essential to ensuring unity of effort.

Face-to-face conversations are the optimal choice of communication, as nuance and context can be properly considered between participants. These interactions should not be treated as confrontational or dismissive but rather as constructive and strengthening. Exchanging also requires a careful balance between transmitting and receiving information. One side should not dominate the other with information and force the flow to be one-sided. That reduces the event to a transactional activity and eliminates the opportunity for team fusion to occur.

Time and space must be allowed within the information exchange environment to ensure all teammates can hear and be heard. This is an oversight I see many organizations fail to promote within their day-to-day operations: the ability to talk with each other using clearly understandable data points to achieve mutual goals. The desired outcome of the information exchange environment is clarity for everyone involved. That clarity may result in differing opinions, but those opinions are heard, considered, and ultimately decided upon by the appropriate authority. Results should then be communicated throughout the information exchange environment so all stakeholders understand what was decided and how the team will move forward. The information exchange environment flexes in shape and size through a combination of both digital and analog tools to optimize communication across multiple levels of an organization.

Now that’s something to talk about.

-----------------------------------------TEAR LINE--------------------------------------------

• More communication tools doesn’t create clarity. Clarity comes from deliberate use of the right tools at the right time, not from volume

  
  

• Sharing is transactional—exchanging is transformational. High-performing teams move beyond one-way distribution and engage in active dialogue to ensure understanding.

  
  

• Information is a fluid asset. When managed with trust, transparency, and balance between transmitting and receiving, it enables speed, alignment, and execution.