Knowledge Management (KM) practices can be segmented into Short-term and Long-term strategies.
To keep the employees motivated and enterprise knowledge updated, an effective Knowledge Management System is the solution.
Knowledge Management Practices – Short-term Strategies
1. Review the Information Management Solutions
As a start to Knowledge Management, review the current Information Management System that is in place.
Take stock of all the data repositories, remove outdated information, do a clean-up, create new documentation, policies, & procedures and share it with the employees.
2. Identify Core Knowledge Domains
Pick key Knowledge areas that are critical to the company’s operation in a specific business segment.
It is best to optimize your Knowledge Management efforts to 2-3 business domains. After the initial traction and receiving a good response, you can spread to other industry domains and offer a similar solution there.
3. Detecting Knowledge Gaps
The organization must identify critical gaps in daily business operations. Key domains across industry sectors and employee teams are to be mapped.
Further, develop Knowledge Management solutions that can merge the gaps and enhance productivity.
4. Fostering Knowledge Management Practices
The success of Knowledge Management practices is the creation and source of origin for certain best practices or information areas.
If the company already has an information repository, refresh the data hub and share it with the audience.
Similarly, explicit knowledge of any concepts, operations can be obtained from the experienced employees and from external resources (articles, publications).
Knowledge Management Practices – Long-term Strategies
Long-term strategies require continuous efforts and include multiple complex steps. It is aimed at structuring the Knowledge Management efforts to earn visible results.
Here are a few Long term strategies in Knowledge Management implementation.
1. Creating Multiple Knowledge Formats
In the present scenario creating multiple ‘Knowledge Format’ is required to cater to varying employee preferences on content.
Employees who prefer media content will be more engaged in a video than a knowledge database or library.
Hence for the success of the Knowledge Management program, one must look at various content formats while preparing the assets.
2. Making Knowledge Accessible to all Employees
The Knowledge Management System must be simplified enough to be accessible by all levels of employees.
The employees must be equipped to access knowledge when they need it on any device. Hence, the organization must work on making their Knowledge Management System flexible and robust.
3. Knowledge Management and Technology
Knowledge Management and Technology go hand in hand. Organizations must be focusing on building a KM system that is based on AI, Cognitive computing, predictive analysis, etc., to stay relevant in the modern business scenario.
How to Promote Knowledge Management in Organizations?
1. Documenting the Knowledge
If you are able to create information repositories to help customers use your products effectively by following the information without much human intervention.
You have a clear win in implementing an efficient Knowledge Management System
2. Multiple Knowledge-Sharing Communities
Communities are great ways to keep the Knowledge Management game on. There should not be too many communities that capture information.
It is best advisable to have a single community that captures every question, answer, idea, article, etc.
Think through your goals- Define your goals, use analytics to help you keep track of your progress and return on your knowledge investment.
3. Enhance Search-ability for New Community Users
The KM System must help a new user with a search tool that will give accurate information about what he is looking for.
The tag will be of great use, tag all topics into various categories like Q&As, Articles, etc.
4. Manage Community Engagement
Create the knowledge Management community and invite all your employees to actively engage within the community portal.
Identify topic experts and capture their knowledge. As your community grows, identify experts and topics to promote. Build an environment of knowledge sharing and build subject matter experts in your organization.
5. Promote Knowledge Sharing
The knowledge-sharing community platform is best accepted by a wide range of employees when it is gamified and has some exclusive offers & prizes.
6. Idea Submissions to the Community
Encourage idea submissions in the community for community voting. It will help product managers to assess the real-time scenario where a user responds.
7. Keep the Content Relevant and Valuable
The content should be always updated and there shouldn’t be any outdated content. Proper moderation and elimination of duplicate content in the workplace are the must-haves in an effective KM system.
8. Promote Branding Standards
The Enterprise Knowledge Management platform is a great way to connect with your employees anywhere anytime.
To maintain consistency, keep the branding standards to ensure the team members and users are recalling the organization brand when they use the system.
Knowledge Management when implemented effectively is rewarding for the organization in many ways.