Implementing KM in Organizations?

Today organizations need to keep up with competition from they competitors and use knowledge management steps to stand in the market. I have gone through several sources of knowledge management and see that there are individual ideas from individual people about implementing knowledge management in organization.

It is proposed by Fawzy Soliman, et.al ( 2000 ) that Implementing Knowledge management needs to maintain knowledge management programs like Knowledge creating (Knowing the sources of knowledge) , capture (How to use it), storing(Databases, books or human minds), and utilize critical processes and best business practices to maintain a competitive advantage. For an organization to create and capture knowledge they need to focus on what customer needs from us. We can get that information like going directly to the customer and taking feedback. Implementing KM for an organization need not be ended with beginning of the organization, it needs to be followed through the period organization is running.

According to Jamrog (2004), Vast reservoir of organization Knowledge is been shared among different processes and working people in organization, they need to bond together and use the best practices of KM. This knowledge is spread through out the organization in unrecognized format. One of the main important, aspect of implementing KM in organization is , it is the senior management responsibility to make sure they implemented KM among every person. (Cited in Loye, 2008, P. 156)

There are six elements for implementing Knowledge management system in Organization. First, establish a chief knowledge officer with responsibility for the political, strategic, and technical implementation of KM. Individual workers from an organization needs to take risks and be self-starters. Every person from an organization needs to know that knowledge is important assert and need to share the knowledge with every person from an organization. Every managers must organize a cultural environment that makes knowledge collaboration. There should be reward system for sharing valuable knowledge. Next , there should be hyper links among every buddy that makes knowledge infrastructure. This infrastructure must provide easy ways to create, store and retrieve information. (Loye, 2008),

It hard to Implement Knowledge management in organization through one person. Peter E.d .Love , Patrick S. W. Fong & Zahir Irani (2005, pg 7) discuss this issue as every individual must take part of knowing the knowledge needs of the organization and they capabilities. As every person have individual ideals or methods of handling the problem. Its important to share every individual ideas, make this as a practice. It need not be any occasion or event to do this. In my view occasion need to created when ideas need to be shared. Community of practice are also central part of KM strategy.

For example : When I am working for Amazon Development centre every person form every team have an opportunity to share our information with others. Whether it is regarding knowledge requesting or Knowledge sharing. There will be no particular time to share knowledge with others ,every individual need to make time to go the manager and request for solution, If he is not able to do so, issues are posted in internal blog(Using IT for KM sharing). Once solution is been found by any one on floor, that will be posted on blog , so that every person in they free time can go through it. Ofter one day these issues are highlighted as an alert in out Knowledge Tool. It is not mandatory to share knowledge in an organization through this way, they need to search for best practice, so that KM can be shared. (Leela Krishna, 2009)

It is hard to define for me, how exactly Knowledge management can be implemented successfully. In my view, before implementing Knowledge Management for an organization we need to know the key source of producing Knowledge management. This is proposed by Von Krogh and Roos that Knowledge resides in the minds of every individual and in relation they form with other like technology they use (cited in Kimiz Dalkir, 2005, pg no 72). I agree with these words because once we know the key source of knowledge , we can make feasible environment to implement KM .in organization. Like creating an environment where people who are working in organization can share they knowledge with other person or storing knowledge to databases or any tangible items. By doing this even if employees leave the organization , some sort of information can be saved with organization.

References :

-Loye (Lynn) Ray , 2008, Requirement for knowledge management: business driving information technology, JOURNAL OF KNOWLEDGE MANAGEMENT,Emerald Group Publishing, Volume. 12 Number. 3, pp. 156-158, retrived on April 2009 from Middlesex University Library database. from http://www.emeraldinsight.com/Insight/viewPDF.jsp?contentType=Article&Filename=html/Output/Published/EmeraldFullTextArticle/Pdf/2300120312.pdf

-Fawzy Soliman, Keri Spooner, Keri Spooner & Fawzy Soliman, 2000, Strategies for implementing knowledge management: role of human resources management, Journal of Knowledge Management, Volume:4, Number: 4 retrived on April 01, 2009, from http://www.emeraldinsight.com/Insight/ViewContentServlet;jsessionid=20AD01320DD4B95C8C12A2179DB8FF01?contentType=Article&Filename=Published/EmeraldFullTextArticle/Articles/2300040408.html

-Peter E.d .Love , Patrick S. W. Fong & Zahir Irani, 2005, Management of Knowledge in Project environments, Elsevier Buttorworth-Heinemanm, Retrieved on 2 April 2009.

-Leela Krishna B, 2009, Knowledge Management, Retrieved on April 02, 2009, from http://boyapatileelakrishna.blogspot.com/

-Kimiz Dalkir, 2005, Knowledge Management in Theory and Practice, Elsevier Buttorworth-Heinemanm

How can can IT support organizational and personal KMS?

Early before mid nineteenth century , the principle of economic resources for business are capital and labour. A third resources has now been added i.e. information technology. Through out the twenty-first century, there is lots of development in the usage of technology in organisations. Information Technology is likely to be particularly important as computing technology increased processing, sharing the data, communicating etc.

In practical, organizations use internet and intranet to transfer data and retrieve data through network available in databases. This makes better use of technology to gain and share knowledge in organization. Information technology is not all about Knowledge in organization, but it is better mean to use Knowledge in an organization.

Using Information technology , frequent update of information is possible among organisation by updating in podcasting, updating through Metadata etc. By knowing information up to date quick decisions can be taken. Like if we are uploading a CV in online job sites within few time we will be receiving the links to the job availability centers’.

Few companies like Google , Amazon.com, e bay have established very ofter development of Information technology. It helps in online transferring of data (Online banking), Transfer of data within an organisation (Intranet), creating a blogs , usage of metadata . It enable people in an organisation to develop ability to collect information and share what they have know and intern improve service and outcomes of organisation. Like, due to improvement in information technology in Amazon , we used to operate and given instruction to fulfilment centres situated far from us.

But Donna S Hussain & KM Hussain claim that Information technology alone cannot share knowledge to the organization. (Donna S Hussain and KM Hussain, Pg no 8). For example If we go for any provisional store like Sainsbury , customer relations and doubts are maintained by human interaction but not by reply from machine.

According to Nonaka and Takeuchi(1995) , there are two forms of knowledge , one is Explicit Knowledge and Tacit Knowledge. Explicit Knowledge is the knowledge that is seen or taken in tangible format. That can be saved in database or on the paper, articles’ or manuals, Video, pictures etc. In resent time, role of Information technology is recognized in organizations to make knowledge sharing easily. They are making organization bond together by connecting and transferring data.

According to Ann Macintosh (1997) from AI Application Institute (AIAI, Edinburgh, United Kingdom), Knowledge is a corporate assert and can resides in database, knowledge base, files cabinets and people. When organization gains knowledge from any source,

But technologies will only leave organization with lots of information to store, unless it is used by people , using by implementing KM methods as practice. It is the people to think how they can better transfer and organize the knowledge they have. According to Albert Einstein “Knowledge is experience, every thing is information” (Cited in Richard Mc Dermott, 1999, Pg no 21, )

My understanding in this matter is that it doesn’t matter if people are using social tools , or technology There need to be a practice(Implementation) of Knowledge. Information technology is just a medium you can share your knowledge.

According to American productivity and Quality Center, Knowledge management can easily accomplish they goals by setting up a suitable IT in an organization. (Uwe MBorghoff, Remo Pareschi, Aug 1997 ). Now a days Knowledge management in an organization is much about electronic mail, video conferencing, chat rooms, data file, records. The bast way to store or reuse the knowledge is through Information Technology , Organization provides.

But according to Borghoff U.M., Pareschi R, there are also disadvantages of using IT for Knowledge sharing in Organization. If the organizations mainly focus on Explicit Knowledge i.e. "More IT less people", they may loose knowledge that stays with the people who are working in they organization ( tacit Knowledge ).

References: Timothy F. Bresnahan, Erik Brynjolfsson, Lorin M. Hitt, November 2000; referencing not plagarising; Retrived on April 01, 2009 from http://ebusiness.mit.edu/erik/itw-final.pdf

-Donna S Hussain & KM Hussain, 1995,Information System for Business, Prenstice Hall International (UK) Limited, Hertfordshire.

- Uwe M. Borghoff, Remo Pareschi, 1997; Information Technology for Knowledge Management, Journal of Universal Computer Science, vol. 3, no. 8, Pg no 837, 838, Retrived on April 01,2009;

- Lisa APetrides, September 28, 2004, Knowledge Management, Information Systems and Organisations, Volume 2004, Issue 20, Pg no 3-4, Retrived on 1 april 2009.

- Richard Mc Dermott, 1999 , referencing no plagiarism , Volume 41, No 4, retrieved on April 2, 2009, from http://books.google.co.uk/books?hl=en&lr=&id=VG0G3clyi0QC&oi=fnd&pg=PA21&dq=Knowledge+Management+++information+technology&ots=w3IXyGcodm&sig=WZBGQcgd7AXlaHxVhb1ULBGY0_A

Podcasting:

Podcasting has been described as “the distribution of audio or video files, such as radio programs or music videos, over the internet using either RSS for listening on mobile devices and personal computers.” (Podcasting legal guide, May 11, 2006).

Podcasting plays a key role in organisation like if there is any announcements regarding work methods , they can announce in the podasting . Like in Amazon Development Centre , final solution from the kaizen research are announced in speakers, while we are working itself. Once we lisign to the new information we need to go through it.

Here podcasting helps in updating the information in an organization easily and frequently.

References : ‘Welcome to podcasting Legal Guide’, May 2006, referencing not plagarism , retrived on 31^st march , 2009, from http://wiki.creativecommons.org/Welcome_To_The_Podcasting_Legal_Guide

So can we collaborate Web 2.0 and knowledge sharing : According to Louise Druce , companies need to provide training and knowledge sharing thoughts to they employees. They need to give some examples to follow and let them comfortably use the tools. There are also social networking tools used by organisation like Ning, CollectiveX, Sossoon, Hiitch, Huddle, Mzinga, British Telecom’s Workspace , Clearspace, and even Microsoft’s Sharepoint. In all these social groups employees from a company can communicate with other in batter way.

Using these tools we can easily discuss about the problems in an organisation, thus making sharing knowledge on problems. This technique is not new for my previous organisation where we used to have a group called Kaizen (japanese term for continious improvement) team. Member s in that group continiously work on small mistakes done where customere are disstisfied using our services. We strive to improve and introduce a new functions .

Reference ; ‘louise druce’, 05 nov 2008, ‘Improved collective performance: Investing in Web 2.0’ referencing not plagarism, retrived on march 30,2009 from http://www.knowledgeboard.com/item/2951

Tagging:

Tagging is method of retriving the data from the website in an organised form. (Alexandre Passant and Philippe Laublet, april 22,2008)

When we are using online shopping, tagging plays a key role like when we enter a key word, it searches all items which relates to the word we typed. And gives the replted items for display. Here tagging helps us to show the key related items in the database. It is a automatic process. So it takes few seconds to this sorting.

References: ‘Alexandre Passant and Philippe Laublet’, April 22,2008, Meaning Of A Tag: A Collaborative Approach to Bridge the Gap Between Tagging and Linked Data, Pg no 01, Retirived on 31, 2009. From http://events.linkeddata.org/ldow2008/papers/22-passant-laublet-meaning-of-a-tag.pdf

Metadata:

Matadata is a structured information about a data or information. . For example if we look for book the meta data for it would be author, publication , no of pages, language etc. This method I highly use when I am searching any word or files in windows XP.

For example : When I lost any file (.doc for windows word) or unable to locate any file from windows XP, I usually go to search windows type the format I lost like .doc for word .XML for excel etc. And click on search button. Then we will receive list of word documents available in our system. By this way the data present on the file (MATADATA ) helps us to find easyly.

There are three main types of metadata , they are

Descriptive metadata ; It maily deals with resorces of a purposes like author, abstract, title, and keywords.

Structural Metadata: it deals with the format for the objects are put togethe or how pages are ordered to forma a chapter.

Admistrative metadata; It deals with the physical details of the data like when the file is been created , format for the file and who have the authorization to access it. (NISO Press, Understanding Metadata,2001 ).

But according to Amy Brand, Frank Daly, Barbara Meyers from Metadata Demystified Metadata is been classified into technical metadata, structural metadata and preservation metadata.

References:

‘Understanding Metadata’, 2001, NISO Press Pg No 01, Retrived on 31^st march, 2009,referencing not plagiarism, From http://www.niso.org/publications/press/

-‘Amy Brand , Frank Daly and BarbaraMeyers ‘, 2003, A Guide for Publishers- Metadata Demystified, The Sheridan Press and NISO Press ,Pg No 1, 3 and 6. Retrived on 31^st march, 2009 from NISO press releases.

RSS

RSS (Really simple syndication) is a new advent technology used for email alerting service, which makes RSS users to be up to date with the information. RSS makes use of available technology in a effective way to track the new information from websites, blogs, databases and news services. Using RSS alerts you may key information directly in spite of visiting every websites.

Number of new browser readers like Mozilla or internet 7 can be used to use RSS feed. In my view RSS is heavily useful in areas like new launch of company products. For example : When I subscribed for timesjobs.com I used to get a automated mail and a message to my phone form the carrier regarding any vacancies.

Reference: Cuiying Mu, 2008, 'Using RSS feeds and social bookmarking tools to keep current' , Emerald Group Publishing Limited, pp. 10-11, Retrieved on 29, march 2009. From http://www.emeraldinsight.com/Insight/viewPDF.jsp?contentType=Article&Filename=html/Output/Published/EmeraldFullTextArticle/Pdf/2390250904.pdf

Wiki :

According to Maged N Kamel Boulos, Inocencio Maramba and Steve Wheeler that Wiki 's are the websites that can be edited by any one who have access to it. One of the main example for Wiki I have seen and using is Wikipedia. Wiki is web page created to give information and Knowledge to the users. Wikis also contain screen shots and pictures.

Wiki carry information that can be easily be shared among every buddy. This makes a good tool for sharing Knowledge. In my view creating a wiki and sharing information through is good practice for knowledge gaining and sharing as people who have an idea about a topic can post they ideas on web and every person linked to that group online can go through it , just like in orkut communities. Where person who wants to know or interested in a topic can post a question in community , and any number of people from the community can reply for that question. Here that imformation can be read by all members from the community , (Knowledge Sharing)

References: Maged N Kamel Boulos, Inocencio Maramba and Steve Wheeler2, Published 15 August 2006, Wikis, blogs and podcasts: a new generation of Web-based tools for
virtual collaborative clinical practice and education, BMC Medical Education library, Retrieved on 28 march 2009 from http://www.biomedcentral.com/1472-6920/6/41