Knowledge Transfer Toolkit Program
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Knowledge Transfer Toolkit ProgramKnowledge Transfer Toolkit Program
Keith De La RueAcKnowledge Consulting
Keith De La RueAcKnowledge ConsultingMonday, 11 October 2010Monday, 11 October 2010
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Overview Developing a knowledge sharing toolkit Keeping content up to date Dealing with knowledge hoarding Using multiple media
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Developinga toolkit
Developinga toolkit
A knowledge sharing
approach
A knowledge sharing
approach
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Business Sales Force Business Customer
s
Product &
Marketing Teams
The environment
Hundreds of
Products
Hundreds – On the road and desk-
based
Thousands
Sp
ecia
list
Sale
s
KM Team
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The KM approach Product, service and solution “know-how” Build a standard toolkit and activity program
Different media to suit different audience needs ContentContent, communicationscommunications and trainingtraining in one
The iStore On-line document library
Sales KnowHow Bulletin Weekly web-based newsletter
Knowledge Bites Web and audio conference briefing
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The iStore Everything sales staff need to know – in one
place Documents for internal & external use Multimedia content
Standard document templates Provide sales information in predictable format Also stored on iStore
Lotus Notes/Domino database Web browser access for all Hand-held device access Secure Admin access
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iStore scope 3,300 entries
90% documents – others link or text only 270 contributors… 370 products, services & solutions Average over 60,000 hits per month Multiple indexes and search
Every entry accessible by any index Anonymous reader access Subscription for weekly updates
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Keeping content up to dateKeeping content up to date
Accountability, behaviour and engagementAccountability, behaviour and engagement
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The contributors Product Managers, Marketers, SMEs Increasingly time-poor The “Ivory Tower” syndrome
Knowledge “hoarding”… Interested mostly in products and solutions
Want to provide lots of detail! More accountable for costs than sales Not usually hired as communicators Focus only on own product
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Contributor accountability Self-service
Contributors load and own all content EveryEvery entry must have oneone accountable owner
Manage entry status, currency and validity Draft, Published, To be deleted
Guides and training provided Including eLearning modules
Control hand-over as required… Job changes Extended leave
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Regular reviews All entries have a 90-day timer “Entry last updated” date displayed Auto review reminder emails to contributor
Two weeks’ notice, one week reminder Update, republish or delete
Automatic archive at 90 days Contributor advised Entry visible, but attachment not accessible
Entries may be deleted if archived > 2 weeks
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Extended currency management Attachment currency critical
Separate “file last uploaded” date tracked Attachment age checked at each review
If attached file more than six months old: Contributor asked to confirm content review Confirmation logged & copy sent to manager
If attached file more than twelve months old:
Monthly scorecard sent via senior management 27% reduced to 7% over 12 months
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The audience Sales staff, Sales Specialists, Technical
Sales Large customers: face-to-face, on the road Smaller customer: by phone, desk-based Sales specialists need more technical detail
Increasingly time-poor Need to know how to sell solutions
Focus on customer needs Income at risk, based on sales and
revenue
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Sales input and awareness The audience as part of currency
management All entries have feedback form
Messages go to contributor Available for archived entries Identity automatically captured through
single sign-on All entries have “five-star” rating Messages logged on Admin interface…
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Administration Monitor entry status on Admin interface
Provide reporting Monitor email failures and responses
Identify and follow up staff movements Intervene as required
Identify issues Phone calls to recalcitrants Provide training and help
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Dealing with knowledge hoardingDealing with knowledge hoarding
Tearing down the Ivory TowerTearing down the Ivory Tower
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Starting out Start with defined scope A “Knowledge points” system
Built into KPIs (Key Performance Indicators) Rewards and Recognition program
Include branding, non-monetary rewards Public recognition Must reward only correctcorrect behaviour
Become part of standard business Need to drive accountability
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Extending the scope “Middle-out” approach
Started small, but management support critical
Original culture became accepted Even with organisational changes
Continually emphasise audience needs Sales staff need up-to-date information “Is that on the iStore?”
Build into standard Product Launch process
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Keep it simple – and standardised Make it as easy as possible to share
knowledge Simple web form
Contributor selects meta-data All key meta-data mandatory With some optional extras
Ensure clarity in classifications Single product name, but optional additional
names Single document type, following template Entry title automatically assembled
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Building a contributor community Need to Know – quarterly email newsletter
Brief, focus on key issues and system updates Report “Top 10” contributors
Also update via other media Contributor statistics access Help, guides and training provided Use of dedicated emailbox – “! iStore”
Risk of complacency Phone calls, alternative approaches
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Usingmultiplemedia
Usingmultiplemedia
Applying Social Media principlesApplying Social Media principles
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An open policy "Knowledge can only ever be volunteeredvolunteered;it cannot be conscriptedconscripted"
David Snowden
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Be afraid! A completely open system AnyoneAnyone can create, update or change
OpenOpen access to all No log-in required ButBut identity captured and audit trail kept
Risk of incorrect information? Never eventuated
Trust a critical element The heart of Web/Enterprise 2.0 Trust has been consistently honoured
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Sales KnowHow Bulletin Weekly web-based newsletter Latest news on products and campaigns Notice emailed to target audience
Only read items of interest Front page has 50-word summary
Click through layers to detail Suits time-poor audience
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Knowledge Bites Weekly audio and web conference
Two 10-minute “bites”, with Q&A Introduced and managed by KM team Presentations delivered by SMEs
Slide pack loaded to iStore Audio edited and loaded to iStore Enhanced subscription service
Provides ‘podcasting’ Suits time-poor audience
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Other tools iKnowItAll Quiz
Online interactive quiz Fun learning, suits desk-based staff
Scripted audio and video (ProductStream)
Online Suits desk-based staff
Audio CDs (iRadio) For on-the-road staff Replaced by Knowledge Bites audio
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Choosing the media Ignore traditional distinctions
ContentContent, communicationscommunications and trainingtraining End result is an informed audience
Build media to meet audienceaudience needs Use available technology Get new technology as required
Go outside the firewall if necessary! Use “safe-fail” experiments
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System review & refresh Change determined by audience Regular review program
Review of entire toolkit Surveys, Focus Groups, Projects,
Reviews Qualitative and quantitative measures
Team strategy workshops Feed back results Communicate changes
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Summary Build a broad-based toolkit Make it "the way we do things around here“
Know the business and meet the needs Know your audience and contributors
And how they operate Manage currency and accuracy
Address accountability, behaviour and engagement
Exercise trust, and make it as easy as possible
Human issues come before technology!
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Thank You!Thank You!
[email protected] 0418 51 7676
Blog: Blog: http://acknowledgeconsulting.com/
[email protected] 0418 51 7676
Blog: Blog: http://acknowledgeconsulting.com/