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How to Implement a Knowledge Management Process

The trend towards the implementation of a knowledge management process in organizations has been increasing due to knowledge management has been identified as an important factor for fast-paced business positioned for profit, sustained success, long-term survival, productivity and flexibility in the organization. Also, changes in business structures, increases in competition, changes in how customers choose to interact, and the reliability of technology in day-to-day processes. There are a variety of different strategies about implementing a knowledge management process, but we gathered to you the most important and basic steps to build an outline of an effective knowledge management process.

Knowledge sharing among teams, managers and employees within the wide range with high value and quality is considered as the most important source within organizations to grow the learning and development process, that knowledge can become a source of competitive advantage. improves efficiency and productivity through all work stages and managerial levels.

What is Knowledge Management 

Knowledge management (KM) is the systematic management process of an organization’s knowledge assets for the purpose of creating value and meeting tactical & strategic requirements. this process used to capture, collaborate, handle and supervise all the knowledge that exists within a company and all the communication between individuals to share it. Knowledge management relies on an understanding of knowledge, which consists of discrete or intangible skills that a person possesses.

Knowledge Management Implementation Stages

  • Stage 1:  comprehends a knowledge management diagnosis, including needs gathering and planning.
  • Stage 2: concerned about design and initiation.
  • Stage 3: comprehends the realization of this intervention.
  • Stage 4: the rollout of the implementation and continual development and improvement takes place.

Knowledge Management Process Implementation Steps

Technological growth gives the organizations a great opportunity to gather, store, distribute and utilize knowledge through many software products, processes and procedures that can enable the effective implementation of knowledge. The following steps are taking to implement knowledge management process throughout the workplace:

1. Identify the various business problems

Identify the various business problems by conducting an internal deep analysis of your organization, evaluating the quality and quantity of the information that your business has stored , as well as that which employees possess personally and the complexity or flexibility of system structures, get to know training costs, security issues, and analyze existing business processes.

2. Establish a Knowledge Management Program Objectives

Take the time to set and identify your short- and long-term business goals and ensure the ability to implement and verifiable, What do you hope to achieve as far as how knowledge is obtained, shared and analyzed? Start by comparing existing documentation of knowledge and procedures and then create a match to the skills and abilities required for perfect performance within your organization.

3. Prepare for Change and transition

Knowledge management involves technological and cultural changes so make sure that you prepare yourself, your employees as well as the entire workplace for the transition. Application and implementation of KM systems.

4. Define a High-Level knowledge management Process and Determine the key features 

This step involves identifying the major features or attributes of the knowledge management system. You need to define the key features by drafting a checklist to make sure that the technology that you will be acquiring will be able to handle the business problems and will also typically address system openness, measurability, customizability, security issues and enhance the overall profitability.

The following are some of the key steps to define high-level KM systems:

  • Access existing Knowledge resources to get immediate ROI from your existing ones.
  • Implement free flow and simple access process for information and Knowledge Mining.
  • Automatically support to deal with new knowledge.
  • Build a Knowledge storehouse to make knowledge widely available.
  • Enable end-user contribution to allow increased knowledge flow.
  • Upholding the use of metadata and categorization of knowledge and assure to locate the Experts in the Organization.

5. Determine and Prioritize Technology Needs.

It is fundamental to determine, prioritize analyze the specific needs for such a system and to set technologies are able to meet your needs and make sure that there are suitable context conditions with regards to content, organizational and technical aspects. Identification of what is you need and then evaluate what you have already got will help you determine what is missing and cover it successfully.

6. Evaluate Current state and the Knowledge Audit 

You are ready to assess the current state of knowledge management and the gaps between current and desired states within your organization. An organizational analysis can be used to identify the current state of practice among an organization’s departments and begins a knowledge audit by breaking what knowledge currently exists and what knowledge is missing. then you will easily identify structure to access the location or source of the missing information and produce recommendations for reducing the designated gaps.

You should assess the core outline of knowledge management components (people, processes, structure, culture and technologies) while focusing on ways to learn and share knowledge in innovative and collaborative ways.

7. Create the KM Team

Building and launching a knowledge management system requires a qualified team with a broad range of expertise, diverse skills and specific kinds of knowledge in order to solve the problems and achieve the targets.

The team you implemented must set out a strong -detailed plan before starting the process of implementing a company KM system. You must closely involve them in the process with clarifying problems and corporate objectives to ensure everything runs smoothly.

8. The KM system Implementation and Link Knowledge to People

It’s time for launching the prepared knowledge management program. You know what the objectives, all cultural issues and the gaps are and have a roadmap to tell you how to address them. Also, You’ve got the processes and technologies.

As you advance through each step of the roadmap, make sure you are realizing your short-term wins. make sure you linked people and key stakeholders with the needed information and continued updates.

9. Measure and Improve the Knowledge Management Program

Aware to be in a state of continuous improvement with renewable additions and enhancements being made on an ongoing basis. Making use of appropriate new metrics, tools and technologies to measure your organization’s progress in the areas of performance, quality, compliance, and value, establish a balanced scorecard. The key point to any successful KM program. A continuous improvement approach to business activities, a competitive position, improving relationships with customers or by achieving cost efficiencies through process improvement.

You will always need a before and after measurements and a way of measuring your actual effectiveness and comparing that to anticipated results and Predetermined goals.

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