Knowledge
broadly refers to what is known. On a personal level, it refers to a fluid mix
of framed experiences, values, contextual information, and intuition that a
person has. This knowledge provides an environment for evaluating and
incorporating new experiences and information. Previously acquired knowledge is
the basis for learning. Learning in turn leads to acquisition of more
knowledge.
People
bring to organizations their experiences, values, information and intuition
which cumulatively comprise a huge resource of knowledge. This knowledge is
referred to the organizational knowledge assets.
Capturing,
distributing, retaining and effectively using organizational knowledge
consciously and comprehensively is crucial. It cannot be left to ad hoc
practices. It has to done systematically so that overall knowledge acquired is
shared, retained and replenished as required. This is necessary in order to
enable employees to organize and locate relevant knowledge and expertise as and
when needed.
For
instance, an engineer may be spending a lot of time trying to solve a technical
problem that has already been solved in the past. However, this engineer may
have no access to how this technical problem was solved. A project manager may
encounter an event that delays a project from being completed in time. This
event was not captured as a risk as the relevant people were not involved when
the risk register was developed. A company may have plans to invest into
another business but do have access to the right expertise to guide them along
on what exactly are the pitfalls they have to avoid.
The
situations above typify difficulties associated with the ability to systemize
the knowledge base within and from other an organizations or people. Hence it
is necessary to be clear on what tools have to be used to gather, organize,
refine and disseminate knowledge? Where does relevant knowledge originate from
and where is it destined for? What knowledge is critical to an organization?
How is this knowledge organized, shared and retained?
Coming
to grips with the above requires a relook at how knowledge is being managed in
an organization. It calls for a comprehensive reassessment of the key resource
people bring to an organization, their knowledge and developing mechanisms to
optimize this resource to stay ahead of the competition.
What
is needed is a framework for managing knowledge. Such a framework should be
developed after due consideration is given to the business and operational
needs of the organization.
Developing a framework
involves six steps. They include:
1. Establish the desired outcome
2. Clarify the scope in terms of where
to focus and the approach to be adopted
3.
Specify the main focus, overall approach
and time frame required
4. Identify the issues and stakeholders
involved
5.
Analyze areas for improvement, areas of
strength and existing limitations
6.
Recommend proposed immediate, short term and
long term action plans based on the analysis carried out
Adopting
this six step approach simplifies the process of developing a framework that is
customized and adapted to suit the immediate needs of an organization. It also
provides focus on what is really important at the point in time the knowledge
management initiatives are being introduced.
Developing
and enhancing a knowledge management framework must be an essential, routinized
activity that underlies all other activities. To do so, an organization should
start building a strong awareness and understanding among employees on what is
knowledge management all about and why it is so important.
In conclusion,
managing knowledge assets is central to the continued success of any
organization. Knowledge assets that exists will only yield positive results if
they are managed systematically and formally. Developing a knowledge management
framework that is customized to meet the needs of the organization is an
important first step. Leveraging on that framework is what makes the real
difference between companies that merely survive and those that succeed.
Dr Rumesh
Kumar
Sharma
Management International rumesh@sharma.com.my
Website:
http://sharma.com.my/
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