Knowledge management with a management system
The vast amount of newly generated knowledge from science, globalisation and industrial evolution force businesses and toher organisations to filter and focus on the relevant parts.
Modern information technology can help:
Search and navigation
Tagging content eases the detection of interdependencies among various bits of information. An index like WiKi supports this, but having hierarchical structures or a mind map within the portfolio of content supports and accelerates the (re-)search even better.
Besides or within the subject related links typically a logical hierarchy exists among the individual pieces of content. From an external norm or regulation to be applied in business over their adaption in individual policies and strategies for the organisation to the implementation by SOPs or concrete instructions content is broken down to interpret them in the specific context making it operational.
Numbering is an outdated and old fashioned style to label content. In the era of search engines, it becomes obsolete. Especially to prove the completeness of content for an area and avoid overlaps among content pieces it is a rather weak mechanism.
Although traditionally established and still widely in use, it will disappear over the next decades as tagging and indexing content by text strings will take over – even for non-lingual content like videos.
Content or knowledge is created and maintained in different ways. Depending on the typ pr information class the access, distribution, security measures etc. are to be defined. Well-structured knowledge is categorised by validity periods, confidentiality levels or retention periods undergoing a pre-defined procedure.
Non-structured content originating from a zone of creativity needs its own free area before entering the structures through the same established prioritisation, filtering and distribution process. A too early categorisation procedure might block the creative potential and even lets immature knowledge enter.
Referencing is critical. The relationships among content is crucial for its comprehension. No consumer or reader can interpret knowledge properly without embedding it into the right context.
Maintaining the relations also allows an efficient re-organisation in case of changes: all potential content to be adapted has been explicitly related and is therefore clearly visible.
Before knowledge is spread it has to undergo a quality assurance procedure to avoid „fake news“ and expensive errors for the business.
Information grows and changes permanently with little reliability and no authorisation.
Keeping the knowledge for the organisation relevant and current requires procedures with embedded controls to update it. In case of changes, of course the previous situation must be conserved to allow the organisation to always understand ist historic situation. These „batch“-procedures reflecting the respective snapshots are well established and allow an evolutionary approach taking the business/organisation into the future.
Any content can be modified or modernised in any format by a single or multiple editors.
If the consumers of the knowledge are familiar with the old content, it is an efficient mechanism to demonstrate and highlight the changes ot previous versions in the case of new releases. A management system should supports this for as many formats as possible.
Knowledge adds value only, if understood and applied by humans. Therefore, according to the corresponding relevance the perception threshold of the individual must be considered while avoiding flooding or spamming the recipients.
Deriving the organisation‘s demand for knowledge must be aligned with ist business strategy or vision for relevance and to avoid redundancies and superfluous content. Dynamic procedures using geographical, aspects and organisational structures are appropriate to address the individual needs of the recipients independent of the individual membership of a certain person at a certain point in time.
Knowledge should be applied and consumable in the daily operations to add value. Hence, the management system must make it available anywhere and anytime. Thank modern ICT this is not a problem anymore. Mobile devices provide the knowledge without any technical barriers.