Last week generated some very interesting discussions about a blog being used as a KMS, or more importantly why it can't be used as a complete KMS. If I was to attribute you guys (students) with admin rights it would certainly open up a whole new level of KM & IM sharing on this site :) However just because you are unable to post pictures etc in your comments, if you email them to me and they are suitable, I am more than happy to post them. Keep this in mind when you come across any interesting articles or videos.
For this week's assignment you will need to complete the following:
- In your own words discuss why knowledge management systems are an evolving process
- Review comments from your fellow Cert III students in relation to question 1. Make appropriate comments about other student's postings in order to demonstrate your contribution to this assignment.
Any questions please let me know.
I look forward to seeing why you think a KMS needs to evolve.
Share the knowledge!
Melisa
Hi. Monica here again hope you are enjoying the week.
ReplyDeleteThe knowledge management system has to change because of the following:
* New people joining the workplace. - they have new ideas and can offer feedback on how to do things in a better way
* Update the policy procedure guildlines - when these change the KMS needs to be updated. change should happen from the "boss". Especially if there is a change in law that impacts the business the KMS needs to be updated
* Computer system change or update - need to learn to deal with the changes quickly. Can affect timelines or other projects in the office.
* Business changes - people may move around which can mean big change for all the department.
Hi Monica
DeleteI can really relate to your last dot point at the moment as TAFE SA is currently going through a restructure. Management are using our Intranet to keep staff informed of the new structure and which staff have currently been transitioned where. We also have an email communication that comes out daily that gives us process and procedure changes.
Ally F
Hi Monica,
DeleteI agree with you that changes can and should be made with new staff, their new experience’s and ideas may be better than our old ways. Yes computers are always changing, the systems are always improving. Sometimes it is so hard just to keep up with it all. (Well I find that, maybe because the older I get the slower my brain works)
Rose S
Hi Monica,
DeleteIn DECD we are in a constant state of change. Name changes for our department, Minsiter, Chief Execuitves changing. Templates changing, policies updating. Staff movements, units merging etc. We need to ensure knowledge is shared in this constant state of change.
Maija R
Hi Monica and everyone
DeleteThe constant state of change that all organisations are experiencing leads me to consider the fact that WHO will manage the KM system to ensure it’s updated.
Our agency does have a dedicated section responsible for uploading the updates, but it’s reliant upon the people and or sections to provide the updated versions for uploading onto the Intranet.
The only time I am aware they begin to chase sections is end of financial year.
I doubt those forms haven’t had some form of a minor change over the 12 month period.
Like most aspects of data, we need someone responsible for maintaining and updating and unless the agency has a dedicated position, I think the information will not value add to the organisation.
Deni B
Hi Monica,
DeleteI have to agree with you in regards to the computer systems changing and updating as we are getting new PC's in November and will also be updating to the 2010 version of the Microsoft packages, I think some staff may struggle as there is a lot of things in different places in the new version. I have the latest package on my personal laptop but I can see it causing some problems here and staff having issues as we have not updated and are still using the 2003 Microsoft versions. It is a big jump, hopefully the IT department will think about doing a questions and answers session or even to show everyone briefly what has changed.
Nicole K
KMS's will always be an evolving process as the workplace is always changing. New staff come on board, new Managers have different ideas and KMS needs to be kept up to date in line with these new ideas. We also have a a couple of large restructures over a couple years and many major changes have had to be made. Information had to be shared across the organisation for change to occur as smoothly as possible.
DeleteKMS also need to evolve with the change in technology and software. For example we have recently upgraded our EDMRS - Synergy Soft to Version 10 and have had to update procedures for use and training manuals to accommodate these changes.
Kathy
KM systems are evolving and will continue through centuries due to varies reasons:
ReplyDeleteTechnology
With the fast pace of the world and its thirst for more of everything (including knowledge) systems will need to keep pace with this want. (is it really a want or a need?)
My concern with technology is how fast things change, I have only just dipped my toe into the Blog world and consider myself a ‘L’ plate drive in Facebook and my niece has already moved onto something called Snap Chat.
With this in mind, can any business successfully manage a KM system and continue to keep it updated and relevant with the technologies (migration) and information thirst people need?
Organisational Culture
I think I have commented before in posts that we are missing a huge group of people afraid and unfamiliar with KM systems in the work place. My organisation Intranet is available for everyone, not all staff have access and not everyone knows how to navigate the product to successfully find a form/information. This reminds me of a saying. (not sure if I’ve got this 100% correct)
‘Feed a man a fish, he eats for a day. Teach a man to fish, he eats for a lifetime’
We need to empower our employees with the training and education of how to use the KM systems.
Information in system
I think everyone will comment on this aspect. The information provided in a KM system is only as good as those that contribute, manage, monitor, update, access and review. We all know how often processes and or people change within an organisation, let alone our local area, State and Federal environments (recent election).
This will necessitate the requirement of the information to be regularly monitored and updated to ensure those accessing the information are getting the most up to date and accurate data.
Deni B
I agree with your comments Deni, especially in "educating" the employees. People can be reluctant in delving into these new technologies for the fear of "stuffing it up"! You are doing extremely well in your blog posts and i encourage you to continue this sharing back in the workplace.
DeleteGood effort :)
Keep sharing!
Melisa Z-G
I fully understand all your comments and agree with everything you say.
DeleteI am one of the ones who just doesn't feel comfortable with technology.
Again, I apologise for not contributing as much as I should have to these blogs.
I think educating is one of the most important things. Changing peoples perceptions not only of record managment, but that just because they share their knowledge doesn't necessarily mean they will be less important in their job.
DeleteAnd for the record, I agree with Melisa! Your posts are so inciteful and I come away thinking 'wow, that has given me something to think about'. So thank you :)
Hayley R
Hi Deni
DeleteI work in an IT area and I am constantly getting updates on IT issues but as I do not have an IT background I find even trying to read things on the topics is like reading arabic for me! As a result sometimes I keep using the same things instead of having the courage to try new systems or versions.
Ellen R
Hi all I can’t believe this subject is almost finished already.
ReplyDeleteA Knowledge Management System needs to be evolving for the following reasons:
• Process and procedure updates
• Staff changes, for example TAFE SA is currently going through a re-structure and staff are taking packages and changing roles. It’s important to ensure we capture tacit knowledge before staff leave.
• Technology, with the introduction of web technologies and social networking we need to ensure the tools used are reviewed to keep up with emerging technologies. Also we need to ensue staff have the skills to use these tools.
Ally F
Sorry this one is a bit late, so much going on and I have leave at the end of this week so it’s like doing the 2 weeks work now because no one will do it when I’m away…because…wait for it…..they don’t know!
DeleteMmm sounds a bit like Tacit knowledge to me.
So Ally I see what you mean when referring to the TAFE changes re: positions and campuses changes combined with the re-structure.
I’m only away for 2 weeks, yet everyone is concerned the world will stop because I won’t be around to answer questions.
Considering I have been spending time with the team in passing on the knowledge, I now seem to confront a new problem. Staff don’t believe my team know anything because they haven’t been around as long as me. Ahhhh will we ever break through to the non believers?
Deni B
Hi Ally
DeleteThat is something that has happened a lot in my workplace. We had a fairly stable Admin base then all at once it completely changed. With the leaving of the old staff so much tacit information was lost. We don't realise how much knowledge people hold until they are no longer in the position.
And if you are really lucky they have left enough of a trail to be able to figure some stuff out and make sure it is then on record somewhere!
Hayley R
I consider myself to be holding all the tacit knowledge in my workgroup for the position I fill as it's only me know whereas there was a team of 3 of us at one stage. Ellen R
DeleteThese comments are all so true. I’m lucky enough to be in a team of 8 but recently one member of the team has been on extended sick leave (6 weeks now I think) and it was horrifying to discover how much knowledge he was the only one in the team to know. And of course our procedure manual etc is SOOOOO out of date so we are now going to make this a project where we all assist in writing/updating different sections of the manual. We have also arranged training courses to spread the knowledge because its pretty terrible knowledge management when only one person out of 8 knows what to do!!! Cheers Maryann C.
DeleteKnowledge management systems will always be an evolving process by making improvements with the new technology that is always coming out and also with us making things better and easier.
ReplyDeleteBrainstorming ideas with our members, getting constructive feedback from our customers and by using effective questioning skills, we can gain information to help us make our improvements. Learning from our mistakes will also mean making changes to make improvements.
There are many different ways in which questions can be asked. There are open and closed ones. Reflective and probing ones. Sometimes we need to use a few of these questions to get the answers we require. Different types of questions will give you different types of answers.
Rose S
Hi Rosa,
DeleteI like your comment about learning from our mistakes.
One of the processes my agency has incorporated is a ‘lessons learned’ document that accompanies the Project Management documentation.
This is an extremely useful tool, if completed. What I find is the project officers will begin the project management documentation, but once the job has been completed they fail to finalise the paperwork. This can result in another project officer duplicating mistakes due to lack of knowledge sharing.
Deni B
Hi Deni B
DeleteWhat a great idea – ‘Lessons Learned’. In Records we have written procedures for different tasks, including Tenders. Recently we were consulted by a new staff member who was about to release Tender/EOI documents. We were able to assist him with the Records requirements from our procedure and we were also able to help him with our tacit knowledge of the requirements by other staff for the uploading of the documents. Other staff who could have helped him in his department were on leave, so he was ‘flying blind’. This situation would not have occurred had he had easy access to a document similar to the one you already have in place. I might suggest it to him, as he would see the value in this type of document. It could then be available to others in a similar situation.
Cheers, Debbie N
i like that idea of Lessons Learned. Ellen R
DeleteI love the idea of a Lessons Learned document cos how many times have we done something at work, run into trouble and then someone else tells you that, yes they had similar problems so do it this way etc. Cheers Maryann C.
DeleteHi,
DeleteI agree Rose. Our staff are our most valuable asset and through them, we can discover what is working and what isn't and how future Records Management initiatives should be developed and implemented.
The practice of repeating previous mistakes sadly occurs more often than it should. Therefore, we must listen to staff and actively seek their input into Records Management because they will be the ones we rely on to actively use the EDRMS and if they invest in Records Management development, they will take pride and ownership in it.
Cheers,
Amanda
Knowledge Management will continue to evolve over time as we are always striving for better or the next new thing. I heard on the radio this morning the new Apple IOS 7 operating system for Apple iPhones and iPads has been released for download today. There is always a new phone being release, new software, new content updated on webpages. We are a society that thrives on the next new thing.
ReplyDeleteIn our team at work i have been working with other admin staff to update and refresh our induction manual as our directorate name has changed and we are now incorporating other teams into our directorate. Part of this induction manual was to share our knowledge base and also incorporate existing information from various sources to provide a complete and comprehensive manual for new staff.
Maija R
Hi Maija
DeleteSounds like you have been busy with updating the induction manual.
Our organisation wide induction is so large, intense and can take a month to undertake that we need to look at better ways in delivering the messages.
I have been working with our Learning and Development team in creating a Records Management Awareness module on our online E-Learning system.
In an effort to deliver the message about organisational and individuals responsibilities in Records Management in other formats. Its early days so I can’t say if it’s a winner yet. But we keep on keeping on with getting that message out there.
Good luck with your new manual.
Deni B
Hi Deni,
DeleteThanks - it is hard to create or update an induction manual or any manual for that matter as you are wanting to include as much as relevant information but you dont want it to be hard to read or take you too long to find the answers you are looking for. What we have tried to do with our manual is to include quite a few links to documents online - so that we dont have to constantly update infroamtion. We just need to ensure that the links still work and are not broken. I think a balance of hard copy documentation and electronic documentation is good. We emailed everyone on our floor withe a link to the induction and asked that they use it and also presented it at our Managers Meeting and it was well received. Keep on going with your RM awareness module and just remember sharing is caring :)
Maija R
Hi Maija,
DeleteWe have recently gone through the same process of updating our Induction Manual (hardcopy). A great tool when you first start in an Agency. This manual needs constant updating to keep up with changes in the Organisation and making sure that the information it contains is up to date. Unfortunately, if your Agency is anything like mine, after the first month it doesn't get referred to by the staff member. I think this would be a great example of a good reason to maintain a current KMS. Information relevant to new staff members and also to the position would be a great help both for new and existing staff.
Cheers, Debbie N
I am responsibile for updating our internal procedures manual (for my position cause it's only me) but I always find it so frustrating when doing so as information on processes that I need to incorporate from other areas is often out of date! Ellen R
DeleteHere are my few thoughts on the evolving process of knowledge management systems
ReplyDeleteAny new field of work goes through an evolutionary stage where, over time, various concepts are considered, debated, modified and rejected or accepted.
In the area of KMS this can be complicated further by the current situation where a wide range of new technologies e.g. blogs, twitter and facebook can be used.
Consequently there is not yet an established definition of a KMS.
With a wide acceptance of IT and the rate of change in related fields, change is ever increasing and this may be the situation for some time, if not indefinitely (what a horrible thought!)
I do believe that the use of blogs, twitter and other IT products need to be monitored and used in line with the Public Service Code of Ethics, otherwise at what point are we just using these products for the sake of using them. Also, when do people get time to use them? I find I have a lot of work to do and really struggle to find time to enter my thoughts onto the blog. Strange as it may be, if I was submitting work to my lecturer, I would set aside some time to prepare it, but when it is just going onto the blog, I find myself cheating and putting something up quickly (I hope Melissa is not taking too much notice of this!).
At the local level this change is often introduced when new staff arrive, bringing with them new ideas on how to manage the work we do and with this a new program or process is introduced. Changes may also occur in the workplace because the business changes and new systems are set up to manage the new work. This is a regular occurrence in government and we have no choice but to accept change.
As the Chinese say (sometimes referred to as the Chinese curse), “May you live in interesting times".
Glenys Pylypenko
Hi All,
ReplyDeleteA KMS will always be an evolving process – technology is out of date as soon as it hits the market. Being able to capture information from these changing mediums will mean that a KMS will always be evolving, adapting to these new sources of information.
For some reason people have a thirst for the latest thing. They want more Information, to be ahead of the next person – human nature. This drives the wheels of changing technologies. I see a few problems with these changes – mainly how it affects staff and their reluctance to change.
Convincing staff to utilise a KMS I would put forward a few suggestions to them ;
• Sharing information with others constitutes helping other staff either present or future.
• The time saved by having easy access to past information/mistakes would be of great benefit to Agencies/staff.
• Not making the same mistakes over and over again would also be a bonus.
• When a staff member leaves they have passed on valuable tacit knowledge in a form that others can access for the benefit of the Organisation.
• The Agencies reputation would benefit.
• New staff would be able to add their ideas/suggestions that they bring with them.
In 10 years time the social media that we use now will be totally different. The way in which we interact at work, sharing information, will also have changed. Hopefully we will be able to keep up with the technology changes; that Agencies are able to capture relevant information into their systems and that staff are able to keep up with the times. A KMS will have to as well.
Cheers, Debbie N
Knowledge management systems are an ever changing and evolving process; the main reason for this is technology! Technology is an important factor in today’s society and is forever changing and improving. There are always new ways to store and make information easier accessible. An important part of this is also being trained correctly in the system you are using, which is where sharing the knowledge is another factor. In my workplace all staff are trained in our EDRMS when they are first employed and refreshers are available to existing staff members although there is no training on how to navigate your way around our intranet page. Another factor is that over time processes are put into place although along the way new ideas are often implemented by staff to make the processes easier to follow and/or manage and majority of the time are time efficient. Having new employees always coming into the organisation often have different ideas which is always taken into consideration to help improve our knowledge management systems.
ReplyDeleteNicole K.
Hi everyone
ReplyDeleteI agree with what everyone has said. It all makes perfect logical sense.
The world is ever evolving and it is only natural that knowledge evolves with it. And it is only evolving quicker. In my grandparents day, things moved at a slower pace, but in the modern times it moves with speed. No sooner is one piece of new technology released, it is superseded with something bigger, better, faster!
And it stands to reason that with this fast pace, we have to keep up or get left behind.
Knowledge is changing as quickly as the phones we use, and the computers we type on. It isn’t something that will ever be ‘completed’ as such. New technology, new staff, new policies, etc.
I think I’ve mentioned before about our procedure manuals. I created it over 6 years ago, and since then it has gone through a number of updates as information has been added, removed and changed. And since returning to work, the other ASO and I have managed to improve and add to it by working together. When I went on maternity leave, some of the knowledge was lost, and now as I have come back from my second lot of maternity leave, we have discovered better ways of doing things by combining our knowledge. We are both quite similar in the way we work, yet we still managed to stream line certain aspects and reintroduce old ways that still work, but got lost.
The difficulties arise when we have both moved on and people who come in, don’t think it is necessary and push it to the side as they have more important things that need doing.
Another difficulty is having staff who are not confident or competent in using computers or information technology or they just don’t have the access. As a business it is essential that all staff are properly educated in using various tools whether it be exploring the intranet, using social media or simply sending emails. And that it is IMPORTANT that knowledge is not lost, and that the slightly archaic mindset of ‘records not being important, it’s just paper. Throw it in the archive room’ needs to be replaced and ingrained as being just as important as the managing, finance, and so on, positions.
Hayley R
The modern society is definitely fast paced compared to previous. From a business point of view I could imagine most money would go on keeping the systems and technology updated to the 'latest things' which would be hard as they seem to be changing weekly although this can't work efficiently if the users are not also kept 'in-the-know' as yes the KMS is always evolving but regardless of technology it can not involve without input and continuous monitoring of staff.
DeleteNicole K
In an administration role I am supposed to be updated on staff changes (which doesn’t always happen). These happen frequently and information regarding these changes need to be relayed to the work group as well as systems being updated from old staff to new staff and external staff members. So when one member leaves and another begins they need to be inducted properly to have knowledge of the KMS in use and how to update it. Information needs to have been shared from the previous staff member in order for these changes/updates to occur.
ReplyDeleteThey will also change due to technology changes. Some systems work great until the background program used to run it on is updated. This can create huge issues when trying to continue to run a KMS. For eg example – one day we’re buying a new release mobile phone and no sooner does an upgraded version come out! It’s changing and updating so quickly! KMS have to change as technology changes.
If staff do not have the knowledge of how a KMS works then they may not know the they play a pivotal role in keeping the KMS up to date. It’s all about knowledge sharing and that includes making sure that staff know how a KMS works and the full understanding of it’s role.
We also change – we acquire new knowledge through our experiences every day. It may be tacit knowledge or explicit knowledge – to share or not to share
An example of change – a work colleague told me a story today – they are looking at buying their kids a computer. Whilst in shops trying to find computers – she found it hard to find a desktop computer – let alone a desktop computer with a keyboard! She told me that computers seem to be a screen which is a touch screen. You touch the screen and keyboard appears which you type on the actual screen. Some even have a picture of a keyboard being projected onto your desk and you type on that! Technology changes!
Ellen R
We used to be updated on staff changes but over time as people left it stopped happening. There are lots of new people around who I have never seen before. Same goes for staff moving departments and people getting annoyed your sending their stuff to the wrong one, even though you have not been advised of any changes. I think the teams are now working on getting this up and running today as I'm sure they have found the easiest way to keep staff updated.
DeleteNicole K
A KMS is an evolving process because as we know information is not a finite or absolute thing, it is ever changing as they say. Information is always being updated or reviewed as is the system that is being used to provide the knowledge management. Once we start to use systems we generally can see ways to improve how it works and how we use it. It would be nice if we could just set up a KMS and say here it is, its done and never need to change or update it again but that is not the world we live in. Knowledge management needs to constantly evolve to keep up with changing work environments. Cheers Maryann C.
ReplyDeleteThis comment has been removed by the author.
DeleteHi Maryann,
DeleteThat is very true! But I am glad that all systems have room for improvement and I am more concerned if we are given the impression that no improvements or changes will be required. As I believe there are always new ways to approach systems and everyone should be encourage to help make the world a better place bit by bit and KMS is definitely a great place to start.
Hi Everyone,
ReplyDeleteI believe that KMS are an evolving process, which must continue to grow as the technology of how we operate is continuously rapidly changing. As KMS are moving forward in new ways, there will always be the need to progress and find more efficient ways of completing day to day tasks.
A great way to make regular progress is to conduct regular brain storming sessions and create open spaces for all staff to discuss their opinions through various methods of communications (emails, blogs, face to face, group meetings, etc.).
Hi all,
ReplyDeleteKnowledge Management is an evolving process because systems and processes constantly change. This is due to the introduction of new technologies as well as changes in the way we communicate with each other. Common practices of today may become obsolete or outdated in the future and this in turns risks today’s Knowledge Management practices becoming outdated too. Therefore, as work practices and technologies evolve, so to should Knowledge Management processes.
At the City of Tea Tree Gully, we try to attend keep our finger on the pulse of emerging Records Management practices however the implementation of revised work practices or systems require resources, time and support from Executive Leadership Team. It is only through the combination of these factors that we can endeavour to keep up with the continually evolving world of Records Management.
Cheers,
Amanda Prior