How Much Information Should We Share?
One of the expectations within EO companies is that information will be more transparent and available to employees. But what information and how it should be shared is a highly debated topic and is individual to each company, its needs and its expectations.

This article, shared by Chris Pettitt an IDT independent trustee, provides a summary of the general impressions, themes, and developments shared in a seminar entitled How Much Information Should We Be Sharing (in an Employee-Owned Business)?
It has been enhanced and expanded with additional insights gained from the experience of IDT with our own EO clients.
Introduction
Sharing information in an employee-owned (EO) business requires careful balance. Transparency fosters trust, engagement, and understanding among employee-owners, but oversharing or mismanaging sensitive information can lead to confusion or tension.
The approach to sharing should always be tailored to the organization's unique context, maturity in its EO journey, employee needs, its purpose in sharing information and the expectations on recipients once they have received the information.
Financial isn’t the only information that should be shared. Numbers without context or the wider messaging, can miss the point of sharing and can mask key important themes and messages.
Consider why you are sharing information. Yes, the company is now indirectly owned by the employees. But what do you want employees to do with the information they are receiving, or is it purely to provide information?
There are many methods to share information. Be mindful of the ways that it can be received by all intended recipients, both practically as well as understanding. Those working in head office may have differing access to information being shared than those on site, travelling or working remotely. Equally individuals who are party to the information through their day-job will receive and digest the information in a different way to those for whom this is new information. Ensure that all views and perspectives are catered for as mush as possible.
Key Themes
The key themes of sharing information in any organisation, but particularly one where the employees are also indirect owners, can be grouped into a number of topics.
1. Tailoring Information Sharing:
- The amount and type of information shared should align with the business's stage in its EO journey.
- What is "right" for one company may not be appropriate for another.
- Consider a dashboard of key metrics that can be shared regularly to indicate progress being made.
- Align information to future plans and strategic initiatives that employees are involved in showcasing both the business benefit of their delivery, as well as individual contribution.
2. Transparency Builds Trust:
- Sharing financial and operational data, such as profit-sharing metrics and business updates, strengthens trust and understanding within the team.
- Examples of sharing structured reports e.g., weekly cash flows or monthly dashboards showcase effective transparency.
- Transparency must be linked with consistency of sharing information, so be prepared to build on information sharing. Don’t overshare at the outset then fail to share in the future.
3. Managing Sensitive Information:
- Be cautious with sensitive topics like salary information or director earnings to avoid creating tension.
- Salary benchmarking and banding can help maintain fairness and clarity while respecting confidentiality.
- Be conscious of bias towards over-sharing or under-sharing. Ask why this information should not be shared? Alternatively ask what benefit is there from sharing this information?
- Consider what is the upside /downside of sharing / not sharing specific information?
- Treat the recipients as the adults that they are.
4. Balancing Transparency and Simplicity:
- Provide clear, simple metrics to avoid overwhelming employees.
- Use forums for questions and explanations to maintain clarity and alignment.
- Avoid the temptation to overshare or overload employees with unnecessary details.
5. Handling Difficult News:
- Don’t only share good news. Early stage intimations of not-so-good news reflects the reality of business.
- For bad news, it is essential to communicate transparently, help employees understand the context, and manage expectations to avoid surprises.
- Nothing travels faster, or stifles positivity more, than negative rumours, so don’t wait for the information to be perfect before opening up on the topic.
- Consider early stage briefings on the situation or reasons, before providing greater clarity on the outcome once it is known.
6. Gradual Increase in Information:
- EO companies may have traditionally shared a wide amount of information, or none at all. The potential of moving from a position of reticent sharing, to openness and transparency, should be seen as a gradual evolution creating understanding and benefit along the way.
- Supply more detailed information over time as the organization grows in its EO structure and as employees develop financial literacy.
- Consider linking information between activities and across teams, such as the end-to-end lifecycle of a company product or service, to showcase each element and team involved in its creation.
7. Employee Engagement and Feedback:
- Regular surveys and feedback loops ensure that the information shared aligns with employee needs and improves engagement metrics over time.
- Consider working groups to take particular topics and develop their meaning, importance and related activities and initiatives.
8. Learning and Development:
- Providing financial education, such as learning lunches or workshops, empowers employees to interpret and engage with the information shared.
- Incorporate financial literacy and other company focused knowledge within personal development plans, or wider company training programmes as the more employees understand company metrics, the more empowered they are to contribute in a way that is meaningful.
- Cascading information through managers and team leaders can make the process more personal or enable it to resonate better within each team. But be mindful of consistency.
9. Company Benefit:
- Sharing information is not solely to educate, enlighten or inform employees.
- What does the company want employees to do with the information? A frequent answer is for each individual to understand where their role and contribution adds to the benefit of the company as a whole, whatever their touch point is within the company
Key Areas of Focus
The following highlight specific categories of information that are often shared in EO businesses:
1. Company Information:
- Future plans, current market position, product/service developments
- Planned changes, company announcements
- Non-financial information such as geographical spread, customer concentration, new starters / leavers, primary business risks and the mitigations in place to lessen their impact.
2. Financial Information:
- Budgets, cash flow updates, revenue pipeline, profit-sharing metrics, and quarterly financial reports.
- Consider presenting in non-accounting language making use of graphics and pictograms, especially if the workforce is not financially astute.
- Show the evolution of the numbers and the context of their alignment and importance in the business and monitoring its success.
3. Employee Specific:
- Forums, updates, and surveys to maintain clarity and alignment.
- Sharing information then gathering feedback on specific topics.
- Benefits reviews, enhancements, updates.
- Salary banding within job descriptions and salary benchmarking.
4. Final Freedom Day Visibility:
- Progress updates on achieving the company’s financial independence.
- Timeline, plans and activities aligned to repaying the vendors.
- Succession plans and business sustainability.
5. Learning and Development:
- Regular one-to-one meetings, training, and resources to improve understanding.
- Incorporation of knowledge in new employee induction programmes.
- Inclusion of topics in personal development plans, and career opportunities.
Emerging Developments
1. Structured Sharing Practices:
- Companies have developed structured practices for information sharing, which include regular reports, dashboards, and communication tools.
- Consider whether technology can make it easier to share information, potentially on a real-time basis.
- Be mindful of employee access to shared information, office based staff may have different opportunities to receive information than those who are project, site or home based.
2. Adapting Over Time:
- EO businesses benefit from gradually increasing transparency as employees and the organization mature in their understanding and needs.
- Reassess the information being shared on a regular basis, from all perspectives, not just those sharing the information.
- Add information as technology, processes and systems provide more information but don’t share information just because it is available, and don’t strive to create information of it is difficult to obtain.
- Enable individual development through widening the pool of individuals who share information.
3. Proactive Communication:
- Regular updates and opportunities for questions reduce uncertainty and foster a collaborative culture.
- Incorporate sharing information with other activities and initiatives, for example as part of an all staff awayday, or themed lunch and learns.
- Share good news widely and don’t assume that all employees have access to the same information as leaders.
- Cascade through teams via managers and team leaders, enabling them to align the process of sharing the information to team activities, initiatives, priorities or language.
Final Impression
The seminar underscored that information sharing in EO businesses is a strategic process. The goal is to strike a balance between transparency and simplicity, fostering trust while avoiding overload. By tailoring the approach to their specific context and engaging employees in the process, EO businesses can create a more informed, empowered, and collaborative workforce.
These notes were crafted by Chris Pettit, an IDT independent trustee from his attendance at a seminar entitled ‘How Much Information Should We Be Sharing’ hosted by Sapphire Accounting and Rubicon People Partnership at the Employee Ownership Association annual conference in November 2024.
Content gained from the seminar has been expanded to include knowledge that IDT has gained through working with over 50 employee owned businesses across a number of sectors, including large and small EO businesses, from transition through EO evolution to beyond financial freedom day.
Chris Pettit is an accountant by training, has his own finance practice, and is appointed as the independent trustee to a number of IDT clients both pre- and post- EO implementation, including an FCA authorised company.




