My KM journey
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Transcript of My KM journey
What are we going to chat about?
• About Me
• Some relevant KM stuff
• 4 organisations, 5 examples• Overview
• Challenges
• Outcomes
• Measures
• Where might you start?
I have worked here:
• BUPA Australia – December 2016 to present• Knowledge Design Consultant (project)
• ANZ: March 2014 to August 2016• Manager, Knowledge Management, Analytics & Insights
• IDP Education: October 2011 – March 2014• Knowledge Manager
• Telstra: Jan- Sept 2011• Manager, Knowledge Management
• FastTrack Software: Jul – Dec 2010• Knowledge Manager
• Medibank Private: May 2008 – June 2010• KM Business Consultant
• FastTrack Software: August 2005 – May 2008• Enterprise Support Lead
• IT Trainer
How I learn
• Networking• KMrt• KMLF• MBIT @ RMIT 2008-2011
• Conferences• Learning Assembly 2014
• Learning Assembly 2015 (presenter)
• KM Australia 2014,
• KM Australia 2015 (presenter)
• Gamification Australia 2016
• KM Australia 2016
• Continuous Learning• Coursera.org (2014)
• Gamification
• On Strategy: What Managers can learn from Philosophy
• Udemy• Atlassian software suite and
• Agile methodologies
Roles and tasks
• IT Training & support • Technical Writing• KM Systems• Instructional Design• E-learning development• User feedback
• Knowledge Manager• KM Business Consultant• Stakeholder engagement• Collaboration with SMEs• Social networks• Blog - genverbosity• Twitter - @boffin66• Networking• Communities of Practice
• KMrt• KMLF
what skills does a Knowledge Manager need?
• Customer / User Orientation
• Leadership
• Analytical Thinking and Decisive Judgment
• Communications
• Facilitate sharing & collaboration
• Teamwork
• Learning and knowledge sharing
some data
• A 2012 global report by McKinsey Global Institute, the research arm of management consultancy McKinsey & Company, argues wide adoption of social media technologies by businesses could cut down some of the time-wasting involved in emailing and improve worker productivity by 20 to 25 per cent.• http://www.smh.com.au/it-pro/business-it/workers-spend-61-per-cent-of-their-day-lost-in-email-and-information-20120730-23957.html
• McKinsey Global Institute Report 2012 - http://www.mckinsey.com/industries/high-tech/our-insights/the-social-economy
• 19.8 per cent of business time – the equivalent of one day per working week – is wasted by employees searching for information to do their job effectively, according to research released today by Interact.
• http://www.it-analysis.com/services/outsourcing/news_release.php?rel=38149
• And sometimes I do remember to reference!
Medibank Private - OVERVIEW
• Market share in PHI Australia
• 29%
• Number of people covered
• 3.8 million
• Total Revenue
• $5.9 billion
• Total benefits paid
• $4.6 billion (84.8% of contributions)
• No. of customer transactions inbound• 3 million calls
PRIVATE HEALTH INSURANCE:• Highly government
regulated – and the regulations change frequently
• Extremely complicated –for staff as well as customers
• Customers often don’t really understand their cover until they claim
• PHI is a high use insurance compared to other insurances
http://www.medibank.com.au/Client/Documents/Pdfs/MPL_Annual_Report_2013.pdf
overview
• Medibank’s culture – the approach to change
• “Empowerment for the Ground crew”
• “We don’t need a McKinsey or a Boston Consulting to tell us how to improve the business – we’ve got over 1200 ‘ground crew’ staff who know exactly where the real gaps are to be addressed in the business,” George Savvides – MD.
“We embrace change better when we do it ourselves “
challenges
Access to knowledge
Intranet – 1400 files, out of date,
inconsistent, poor search, slow.
Many sources of information: Lotus Notes, shared drive (40,000 files), local
info, Circulars
Help desk calls -20,000 internal staff
helpdesk calls per month
Communication to frontline staff ineffective –
Circulars, Manuals, Guides, many
emails, 400 page policy documents
Customers Unhappy, Given
Inconsistent information
Staff Retention, Feedback from exit
interviews - staff leaving because not
Access to knowledge was confusing, inaccurate and inconsistent.
desired changes
Departments
•HR
•Marketing
•Compliance
•Product
•PHI
•Fund Policy
•Complaints
•Finance
•Corporate Affairs
Modes
• Single Knowledge Repository
Staff Engagement
• I am in control
• Consistent messages
• Reduced Complaints
Customer Satisfaction
• More satisfied
• Better service
Image: http://www.johnhaydon.com/wp-content/uploads/2009/04/twitter-many-to-one.jpg
Knowledge Enablers
changes – Where to start?
• Pilot• Assess what are the biggest pain
points
• Deliver a pilot / small version of a knowledge base
• Include frequently asked questions and used materials
• Assess outcomes
• Measured how• Average handling times
• Staff turnover / retention
• Helpdesk calls
• Ex gratia payment savings
and Medibank’s KB was born
• Max and Molly – 2 different KB instances• Max was for customer facing processes
• Molly for corporate processes and support
• Both named by staff in a competition
• Buy-in through user participation in content from previous processes
• Sold using branded gadgets, stress balls, umbrellas etc
0
100000
200000
300000
400000
500000
600000
700000
800000
900000
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
04-05
05-06
06-07
07-08
08-09
09-10
Outcomes - measures
Max / Molly / Intranet
Cost / Benefits
• Ongoing Costs without change• Training – new starters
• $12.5Keach / 30% turnover
• Staff Help Desks
• 20,000 calls to 2 helpdesks.
• Call Handling Time
• Ex Gratia Payments
• Cost MPL $500,000 in FY03. Consistent, complete and accurate information in a central repository has the ability to reduce this cost.
• Ongoing Costs –after pilot• On-going costs 6 staff and support.
• Benefit realisation within three months.
• All Handling Time - The Pilot Program statistics demonstrated a reduction of 6.3% in Call Handling Time.
What worked?
• Ongoing support• Feedback mechanism was and still is the most popular
feature
• Content• Write it for the audience
• Write if for how they think about it
• Avoid jargon
• Team• Built by staff for staff
• Frontline engagement - focus groups (personas), super user group
• Competitions, surveys, road shows
• Brand – identity , stickers, soft balls, umbrellas
• quick reference guides / materials
• Tool• good search, no complexity
• met requirements
• easy to use
Lessons learnt
• Resistance• Business experts & Management engagement
• Approval process• subject matter experts took three times longer than expected
• Training • self-paced workbook didn’t work well for call centre / retail environment
Measures - reports
• Users• Measure no. of times
users access certain items in KB
• Ensure participation by enforcing access to news items
• Content Audit
• Review 6 monthly with SMEs
Telstra – overview - 2011
• Telstra had more than 10 ‘official’ KM systems
• 100’s of unofficial tools including spreadsheets, personalised web pages, databases etc
• Know How – an intranet based process and sales information tool that supports 14,000 users – onshore, offshore and industry partners.
• Know How's key focus is support of personal customers • Included some support for Telstra Business (Small Business)
KnowHow - challenges
• Observations
• content / information verbose and not user friendly
• marketing materials copy and pasted into web pages
• No collaboration
• Feedback loop was sporadic and not transparent
• No Governance, archiving or expiry of content unless requested
Changes
• User Feedback forums
• What does KnowHow sound like / its character• Understanding what works and what doesn’t• What’s missing?• Suggestions for inclusions
• Getting engagement / buy-in
• Assessment of value of outsourced publishing
Outcomes
• Insourced team – 6 internal staff employed
• Governance model
• Audit process
• Expiry process
• Writing style guide
• Publishing style
• New content management system should have automated some of these processes
measures
• Successes• Know How team won a business
innovation award in 2012• http://www.cio.com.au/mediareleases/15187/telstra
-tops-bi-awards/
Other -Telstra Bigger picture
• Project to create a company wide KM strategy
• Aims to create a single source of truth • High level governance model
• Has leadership support and cross business unit endorsement
• Project currently being scoped and mapped
• Identifying measures of success
IDP Education - overview
• Education placements – market leader.• Placements in AU, US, CA, UK & NZ
• IDP Education also manages and part-owns the IELTS test • the leading test of English language proficiency for study and migration.
• IDP is 50% owned by IDP Education Limited, a company owned by 38 Australian universities, and 50% owned by SEEK.
• Operates in 27 countries – 500 counsellors (Student Recruitment)
Overview - OSCAR - 2010
• Overseas Student Central Advice Resource
• CRM implemented to manage the end to end student application process
Student Enquiry
Best match course
Application Management
Visa Assistance
Offer from Uni
Needed data about all providers (unis) and their courses
ChallengesIDP Knowledge - OSCAR
• 136,000 knowledge base pages• 99% data collected about universities and their programs from publicly available
information
• 1600 manual knowledge articles• Provided by local staff, or from Uni
• Location based Visa information
• Presentations from universities
• Links to Uni sites & videos
• Info about scholarships & application requirements
challenges
• KB sold as matching tool• Confused about how / why
• Visibility of content• Issues with accessibility & control of information
• Search• How to return relevant results from so much content
• Navigation• Where to find the content
changes
• 2nd project to add more functions and fix issues
• Support desk produced a tag line
• We needed to give OSCAR some life (a persona)
• Character and tagline born
measures
OSCAR Connect Measures - last 90 days Result % Result Target Total Last weeka. Decrease number of staff not yet participating in OSCAR Connectb. increase adoption
Active Users 208 38% 70% of licences 550 210
Creators (have posted) 48 23% 24% of active users 50
Commentors 74 36% 33% of active users 77
Inactive 342 62% 30% of licences 340
KB Reporting
use
d d
efa
ult
ke
yw
ord
re
po
rt
to c
ov
er
all
Current Measures 24-Jun 1-Jul 8-Jul 15-Jul
KB Logins (Adoption Report) 6038 5532 6239 8201
Keyword Searches (Counsellors) 899 978 1401
Weekly '0' Results 128 101 111
Answers Viewed (Counsellors) 1644 1396 1573 1848
Matching Sessions 1453 1566 1714 1307
OSCAR Connect Views 511 364 136 143
OSCAR Connect Posts 44 33 16 6
OSCAR Connect Comments 216 97 35 28
OSCAR Connect Active Users 87 70 50 49
Answers Viewed (Counsellors)9
71 11
15
75
7
83
9 10
12
73
3
11
16
10
21
10
90
11
00
12
50
90
5
10
08
16
83
16
02
14
57
14
26
14
00
14
65
19
97
20
23
21
09
18
57
20
60
15
82
22
90 25
21
24
70
28
20
24
87 2
76
3
23
73
23
57
23
32
22
15
22
24
28
17
29
97
29
04
28
64
27
94
26
58
25
53
22
43
28
35
14
-Oc
t
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-Oc
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-Oc
t
4-N
ov
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-No
v
18
-No
v
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-No
v
2-D
ec
9-D
ec
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-De
c
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-De
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-De
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6-J
an
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-Ja
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-Ja
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-Ja
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eb
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-Fe
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-Fe
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-Fe
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3-M
ar
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-Ma
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-Ma
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-Ma
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-Ma
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7-A
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-Ap
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-Ap
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-Ap
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5-M
ay
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-Ma
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-Ma
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-Ma
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2-J
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9-J
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-Ju
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-Ju
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-Ju
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7-J
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-Ju
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-Ju
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-Ju
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4-A
ug
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-Au
g
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-Au
g
All Users Keyword Search vs '0' Results Keyword Searches (Counsellors)
Weekly '0' Results
New concept alert…
• What??
Gamification:The use of game elements and
game-design techniques in non-game contexts
“For the Win” Kevin Werbach, Dan HunterWharton Digital Press - 2012
http://www.greenbookblog.org/2013/07/08/for-the-love-of-the-game-using-gamification-in-mr-as-a-complimentary-tool/
Some gamification examples you may recognise
• PBL• Points
• Badges
• Leaderboards
• Examples of extrinsic motivation
• Not intrinsic so may well prove to be unsustainable
OSCAR Community
• More engagement
• Ideas for improvements / additions
• Discussion of issues
• Share info
How we got some game
• Treasure Hunt• Ask a question in community site
• Users search in KB
• Answer via KB feedback (v1)
• Answer via community site (v2)
• Impact is increased visibility ongoing
Community Reputation • Depending on points accumulated, a different ‘bling’ icon is displayed next to a user’s name
By viewing the change in Member numbers,
I could see who had changed from ‘lurker’ to
participant.
Last week, I had 310 Members and
only 1 new user so 7 people felt
‘moved’ enough to comment this
week.
Test Centre
Test Centre University accepts results
Employer accepts results
IELTS Test Centre
IELTS results are accepted by more than 8000 organisations in more than 135 countries.
IELTS results are accepted by more than 3000 institutions and programs in the US.
The IDP IELTS test centre network offers IELTS in more than 200 locations globally.
Example Sites
IELTS
More than two million IELTS tests were taken in 2013. IELTS is available in more than 130 countries. There are more than 900 IELTS test locations worldwide. The IDP IELTS test centre network offers IELTS in more than 200 locations globally. IELTS is available up to four times per month, 48 times per year.IELTS results are available after 13 calendar days.
IELTS test is jointly owned by IDP Australia, Cambridge and British Council globally.IELTS in Australia is wholly owned by IDP
Overview - Project IELTS
• CRM for Central• Disparate record management
• Centralise
• Agile project• High level Reqs – Week 1 December 2012
• Build – Week 2 -3 December 2012
• Showcase – January 2013
• Pilot launched February 2013
challenge - A Knowledge base?
• Support and queries managed by central team via email
• How to give test centres the power to help themselves
• Why should some wait overnight or over weekend for response?
changes
• Assess Issues / pain points• Assess FAQs from enquiry inbox
• Assess common issues and requests from Regional Managers
• Assess common audit issues
• Build content around these main pain points
• Ask network what they need?• Ask them if they wish to participate in testing, feedback and naming
• ‘iKnow’ is born
outcomes
• KB launched 27 June 2013
• Feedback positive
• 400 answers and growing
• Participation from all sites not just head office
And hey, I won an award!
KM at BUPA
• Program started back in 2012 ands I have watched with interest it’s maturation
• Intent was to build ‘nuggets’ of content that could be reused in multiple locations by different user groups
• Customer facing staff content has been built
• Now CMS is dated and no longer supported – is a desktop based application
Content
Customer serving staff
Policy / Process
Marketing
(resources)
Customers
(documents, web)
Transformation
• A program of 9 streams bringing together the different applications that sources customer, policy, claims & process data
• To build an integrated solution which will better understand and serve customers
Image sourced: http://17026-presscdn-0-98.pagely.netdna-cdn.com/wp-content/uploads/sites/9/2016/11/Digital-transformation-634x0-c-default.jpg
KM at BUPA 2017• Cloud based CMS
• User designed & tested
• Tool has better capability for reuse of content
• Customer focussed
Important things to consider
KM Governance
KM Framework KM Principles KM Standards
KM Governance can
• Provide a common understanding of knowledge and knowledge management
• Employ best practices that will improve usability & transparency and delivers relevant knowledge to its users in an effective way
• Can enable more reliable and relevant search
• Provide transparent mechanisms for risk management, evaluation and measurement (building trust)
• Slows the proliferation of alternate knowledge solutions and increases the relevance of available knowledge through consistent review, modification and archiving of knowledge
• Lowers total cost of knowledge development and management through increased efficiencies throughout the KM lifecycle
In Closing
• “Anyone in the organization who is not directly accountable for making a profit should be involved in
creating and distributing knowledge that the company can use to make a profit”
• Sir John Browne – CEO of BP• http://www.ikmagazine.com/xq/asp/sid.0/articleid.750C40CD-3510-47CA-9827-
5403ADCE1D93/eTitle.Greater_than_the_sum_of_its_parts_Knowledge_Management_in_British_Petroleum/qx/display.htm
Knowledge workers
Knowledge Cafe
Knowledge Jam
SocialNetworkAnalysis
SwarmingPersonal
KMKnowledge
Fair
After Action Review
Community of Practice
Lessons Learned
Knowledge SharingCulture
EmergentKnowledge
TaxonomyNetwork Charter
Knowledge Harvesting
Holistic
Knowledge Asset
NarrativeFragments
KnowledgeArchitect
Social Learning
Cynefin Framework Curation
Reinventingthe wheel
Knowledge Mapping
Social CapitalBest
PracticeTacit
KnowledgePeer Assist
IntellectualCapital
Explicit Knowledge
Folksonomy Eliciting
Knowledge Management Buzzword
www.chriscollison.com
How many of these terms have you heard?
https://chriscollison.wordpress.com/tag/knowledge-management/