Cert III in RK - Info Mgt, Chapter 2

Hi Team,

Hope that everyone has been enjoying the sun!  I hear that by Thursday it's going to be wet & cold again. Soak up the sun while we can :)

Knowledge Management System

This week we take a look at ‘knowledge management systems’ and we learn that Knowledge Management Systems, when implemented correctly, can be a powerful asset for any organisation. 



Figure 1



The above image is what was discussed in class, last year, about KMSs. 

To kick off the lesson my initial question to the class revolved around "What does a KMS mean to you?"  Answers were varied (in black text) but the main constant was that the system needs to be accessible to all users.  Other points that were discussed also included that any system, knowledge, information or records based, needs to ensure it is:

• Relevant to the user
• Only current information/knowledge is promoted on the system
• Accurate information that can be relied upon
• Clear information that all users are able to understand & interpret.

The text in green identified the various tools that can be used when designing or using a KMS.  You will notice that there is a combination of technological & hard copy resources.  Systems do not have to be electronic, however IT systems can be a good way in helping you organise, store & share the information. 

A KMS however isn't just about policies & procedures documenting KM.  It is more than that!  It requires cultural change & support from management to implement a successful KMS.  You could say that KM is also about the attitude & behaviours that people demonstrate towards sharing information.  Some people will willingly offer & share information while other people may have a strong opposition to sharing information.  The KMS is only as good as the information that is put into it.  It will require users to input information into the system to make it a worthwhile tool for the organisation.

While conducting some research on KMS I came across this site on the SAGE website.  It appears that nothing new has been added to it for awhile.  It tells me that maybe KM isn't taken seriously within the business.  Your thoughts?

Case Studies

The following links provide some interesting reading & case studies into KM.  Read the articles and then consider the following:

• Who is the organisation in the case study & give an overview of what they do

• What did they introduce & how did they go about it

• What were the positive, if any, and negative, if any, outcomes identified in the case study.

The ABS as per your workbook, Centrelink, insurance company CNA and law firm Appleby Spurling & Kempe.

 

Fig 2

This brings me to the question, what makes a good knowledge management system?  Fig 2 shows some ideas that previous students have come up with. Here are a few other points that should also be considered:

• A culture which values sharing information,
• A definition of information and knowledge,
• A strategic and innovative approach to managing records,
• A key element in the ABS approach to managing knowledge is its simplicity,
• Embraced, used and driven by senior management,
• Easy to use,
• Staff training provided,
• Clear scope for future generations, information must be migrated as technology evolves,
• Promote a collaborative (IE. non-competitive) approach to the work – meaning to  make extensive use of multi-disciplined teams and place a lot of emphasis on adopting a "corporate approach". This means that work groups are usually very willing to share their information and knowledge with others, and
• Use social networking as a means to share knowledge regardless of where their staff are located. The organisation captured knowledge by holding informal ‘presentations’ on Fridays where staff come together and discuss the week’s work over drinks.

So if you are planning to develop a KMS for your agency or workplace you might want to start small & grow from there.

Commendations

Congratulations to all students who have participated in this blog.  I have really enjoyed reading your comments, even though I may not have a chance to respond to all of your posts I can tell that you have been seriously thinking about KM in the workplace.  Great work.  Keep it up!

Blog Suggestions 

Here are some helpful reminders when posting comments:

• Be sure to sign your name at the end of your post, if you haven't signed in as a user
• Prepare a draft version of what you plan to post to the blog.  That way if your comments are not posted you have a copy to refer to.
• I was informed that there is a maximum character count for your posts (4000). So please keep your posts concise & to the point
• When posting be sure to post under the correct topic.  EG if you have a tip about using the blog please post under the "Hints and Tips" page.
• Make sure you are capturing your posts as screen shots, ready for your final submission

Assignments

Look out for this week's question.  For those students who haven't responded to Week 1, Chapter 1 questions please do so NOW!  In the coming days I will be closing off all new comments, which means that you will not be able to respond to my posts.  It is important that you are keeping up to date with posting your comments.  Do not leave it to the last minute.

Have a great week & remember to share the knowledge!

Ciao,
Melisa