Post on 20-Nov-2014
description
Knowledge Management
Prepared by Shobana
Knowledge Management
Knowledge Management - programs attempt to manage the process of creation or identification, accumulation, and application of knowledge or intellectual capital across an organization Tactic Knowledge - Ideas of the Knower (Lies within the head ) Explicit Knowledge - Present in Concrete Media
Attrition – Change in the numbers skills and competencies in the work force due to promotion, transfer, career change of leadership and personnel
Critical Knowledge – Knowledge that is fundamental to the business or operational process that supports mission delivery and mission success of an organization
Process for handling employee attrition using Knowledge
Management
Knowledge Sharing Knowledge Transfer Knowledge Repositories Knowledge Bases Expert Systems
Trust and relationship are the major factors in Knowledge Transfer and re-use
Knowledge Sharing
Retaining and leveraging relevant knowledge
Basic Principles followed in capturing the
tactic knowledge of the Critical Resource Identification of Project Critical/ Non-Critical resources from the
attrition lot Let employees complete their "notice period" with specific actions
or plans to record or share all they know Knowledge Sharing is more about people and what they know
than technology Technology or the Tools cannot provide the “context of use” or
provide value The context of Workflow ( The way people do business) The Culture of the Organization
Creating a Checklist for items to be covered
during knowledge Transfer Checklist consists of
Identification of Project Critical/ Non-Critical resources from the
attrition lot Identification of Critical Processes/ Knowledge that requires to be
covered during the KT Checklist/ KT plan on the Critical issues for which KT requires to be
conducted Identification of the important stakeholders ( existing team, new team )
who would be a part of the KT Check for the internal resources with the same level of metrics or
competency to KT else initiate the hiring process for new team based on the time frame and with in the notice period of critical resource
Communication of the KT plan emphasizing on the KT Topics, date, time, team members involved in the KT
Knowledge Transfer
Knowledge Transfer
Creation of a knowledge Transfer repositories Feedback form from the various participants to gauge their
understanding on the topics covered during the Knowledge Transfer Communicating the received feedback with the team members/
management Checklist to ensure that the KT documents, recordings are
appropriately titled and stored in the repository for future reference KT Comprises of
on-the-job peer discussions, formal apprenticeship, corporate libraries, professional training, and mentoring programs.
Leveraging lessons learned from past decisions and experiences
Knowledge Transfer
Value of Transferring Knowledge and Effective practice
Knowledge Repositories-Knowledge Assets
A receptacle where knowledge is captured and stored as Documents Databases Software's Recordings semantic maps that visually depict a model for workflow of the
project
The recording of knowledge artifacts Knowledge becomes manageable, shareable, and reusable only if it
is recorded (turned into a knowledge artifact) and made available. Any piece of knowledge used in one business location, down the hall, or even over the cubicle wall - likely will not be shared unless it is recorded.
Knowledge Bases
software that allows for easy importing of word processing files, uploading images accommodating searchable file attachments.
solutions that easily integrate with our current website to provide online support to our clients.
In no time and with little manpower, company documentation can be efficiently organized into the knowledge base tree.
Knowledge is Power
Expert Systems Artificial Intelligence based system that converts the knowledge of an expert in a specific
subject into a software code.
Knowledge Base which contains the information acquired by interviewing experts, and logic rules that govern how that information is applied
An Interface engine that interprets the submitted problem against the rules and logic of information stored in the knowledge base
Interface that allows the user to express the problem in common language. Expert systems technology has found application only in areas where information can be reduced to a set of computational rules.Also called rule based systems.
The implementation of expert systems involves systematic and well-established procedures for representing the knowledge of experts.
Why Knowledge Loss a key challenge ? Loss of knowledge impacts -Ability to deliver value to the people(mission)
Productivity,reduced cycle time and errors that could be avoided with effective capture and retention policies
Organizational Continuity & Agility Continuity - Operate effectively in the face of employee turnover, other work disruptions
and practices Agility -Organizations ability to address the future and to adopt effectively to the change
Few basics to set the stage for success in addressing attrition
Understanding there is a long term value in capturing and reusing knowledge and how and where it can be applied – its about performance!
Recognize that it is a long term commitment to maintain and sustain a knowledge enabled organization
Must create an awareness by articulating and communicating the knowledge loss as a “burning Platform”
Knowing that we cannot capture everything that everyone knows Technology cannot do this alone because it cannot get what is there in
others mind Support and encourage a culture that values knowledge sharing through
collaboration
Successful actions in reducing Knowledge Loss
Identify that the concept of knowledge transfer begins at the beginning of one’s entry into the project, not when they are leaving the organization
Evaluate what we currently capture, what we know and how we reuse it and leverage what good things we have already done
Thinking about how will we value our effort to demonstrate success and convincing anyone about not doing is a risky alternative
Creating a common approach for Knowledge capture and reuse, focused on collaborative behavior it does at its core require cultural change
Create intern and mentorship programs for the Team to ensure relevant knowledge gets transferred
Recognize that this a long term effort that is not just an initiative for this Fiscal Year – it is a fundamental change in how we work.
Overcoming and handling employee attrition in our organization
Create a database of each employee in the organization with the key technical skills they restrain and proficient in.
Check in the required knowledge pool existence inside our organization and find out which knowledge intellect can be moved into the project.
The recording of knowledge artifacts Leveraging lessons learned from past decisions and experiences Quality management of knowledge The sharing of best practices and the building of consistent processes A knowledge steward is the person accountable for making certain that
knowledge is recorded, reviewing the recorded knowledge for accuracy, and either gaining approval or approving the artifacts for share-ability
Knowledge Retention Strategies
Building a Knowledge sharing culture Orienting new hires quickly Capturing departing Knowledge Capturing project lessons learned for reuse Preventing the loss of Technical Knowledge and Establishing mentor relationships
Key attributes of KM
Generating new Knowledge Accessing valuable Knowledge from outside sources. Using accessible knowledge in decision making Embedding knowledge in processes, products or services Representing Knowledge in documents, databases & software's Facilitating Knowledge growth through culture & incentives Transferring existing Knowledge into other parts of organization Measuring the value of Knowledge assets or impact of KM
Knowledge is usable Information
Focus of Knowledge in an Organization
Knowledge Enabled High Performing Organization
KM tools and techniques
Mentoring and internships Communities of Practice can create an ability for the employees to
charge what they know across boundaries enabled by existing technology
Learning before, Learning During , Learning After Knowledge Repositories (Knowledge Assets) to store the “Know
how and know why” of processes or methods Leadership transition workshops
Summary
"Change is the only thing that is constant", Knowledge Management
will help organizations embrace the change effectively.
Knowledge Management’s long term success depends on creating a common approach for Knowledge transfer and reuse by
focusing on collaborative behavior.
THANK YOU
Prepared and presented by Shobana