We keep hearing these words KM or Knowledge Management. No more wondering about this word as we will explain this as a system that includes a variety of procedure in order to identify, create, define and implement best practices across the organization which are picked from not just outer space but also from inner system which might be embedded in individual or organizational processes.
Knowledge management helps employee of an organization to have access to documentation made for them, specific to processes, that includes business documentation, operating procedures, checklists, solutions, frequently asked questions, various facts and figures and many sources of information.
Organizations have dedicated employees and teams as such to run the KMS (Knowledge Management System) focusing on below points:
3. Quality of Documentation
5. Sharing of best practice
6. Lessons learned
7. Strategic Improvement plans
8. Encouraging Knowledge Share
9. Encouraging involvement of employees in trainings and discussion
10. Increased involvement in knowledgeable events
11. Identification of Skill Sets for Process Improvement
12. Consistent development of process documents
13. Case Study
14. Creating Matrices for evaluation
15. Coming up with Rewards and Recognition programs
Knowledge management system can be beneficiary and can give marvelous results for the employees and organization as a whole if they are built with a purpose, is concrete, and action oriented.
To ensure best Knowledge management system, an organization should access knowledge before, after and during implementation of KMS. A KM portal is very essential to ensure that KMS runs in the right direction.
Knowledge Management – Need to Absorb More Information: How?
Take efforts to capture new things that one have learned during execution of a process. A new knowledge can be obtained and captured at any given instance like ideas flowing in your head, listening to experts during meetings or seminars, from mistakes that you or others have made during processing, reading books, posts or even articles, and all that is new to you.
The recently captured learning now needs to be documented and saved in a shared location. The storing has to be done in a very systematic pattern as then it becomes easier for accessing even with the layman brain. The oategoriserganization might choose to store it at different levels of human understanding like one could be categorized as common for all and the other might need some modifications before it is poured to the audience at large.
To share the knowledge a common link could be shared with the processes or organization or could be sent through a link via email or could be also shared via e-library. This fastens the process of getting those questions in your head when you feel stuck during execution of your process resulting in less time consumption and eventually better customer satisfaction.
There should be brainstorming sessions conducted to get more ideas and know the barriers beforehand in order to deal with them effectively. This kind of knowledge management brainstorming session helps merge the best of the outcomes of any discussion or meetings. these could be also done using a portal where communication is done on a given topic online where every individual is allowed to place their ideas and thoughts.
5. Developing best documents:
As seen in above steps that a knowledge base has been created with few ideas and thus shared to ensure growth of the company; knowledge management will also keep developing this storehouse of knowledge by adding more ideas and adding value to the life of the company. Every employee feels the increase in their confidence as they carry more knowledge with time. They will be aware of not repeating the wrong steps as they have overcome the mistakes enlisted in the common portal.
6. Auditing the documents:
The documents as mentioned are shared after going through audits by experienced employees to ensure the right facts are incorporated in the organization.
7. Evaluating knowledge gap:
With proper guidance and collaboration of knowledge there must be a system introduced to ensure that the employees have read through the documents and this calls for tests too or may in form of quiz.
Every knowledge has a life span. Knowledge also requires maintenance or repairing. The knowledge management system also involves content and document management system.