Knowledge Management

How do you utilise the knowledge of your organisation and its people?

Knowledge Management (KM) can be a game changer for an organisation if utilised effectively. Bringing as many team members onboard as possible to develop and implement a strong KM framework which serves everyone’s needs is key. An effective KM framework ensures that knowledge is generated, harvested, stored, shared, and used for the benefit of everyone in the organisation. We promise this will be an exciting journey!

Below is a summary of the approach, methods and tools, as well as important considerations and (best) practices which we feel are important.

Purpose.

How does your organisation generate, harvest, store, and use knowledge? Do your resources, practices, and tools serve your needs? Have you faced challenges and/or delays in project implementation due to difficulties in locating critical information or missing the main messages? Have you experienced duplications, unnecessary additional work, inefficiencies, and/or lack of coordination within and between projects as a result of poor information flows, or resistance to knowledge sharing? Do your internal administrative systems utilise KM to capture learning and make resources available and accessible? If so, you should consider introducing or revising a KM framework in your organisation.

We will help you identify and leverage the knowledge you already possess to improve your business practices. You will come to recognise the many benefits of KM, such as efficient information management and sharing, speedier and better-quality project delivery, increased coordination, more informed decision making, a more participatory and engaging working environment, improved learning, increased motivation and trust, and improved organisational performance.

Approach.

We follow a five-stage approach, as illustrated below, which will be tailored to the needs and priorities of your organisation. The stages involve setting objectives and milestones for our work; assessing the existing KM environment; developing or revising your KM strategy, practices and tools; preparing an action plan in accordance with the KM strategy; and conducting a post-assessment. All stages involve participation and engagement of team members from across the organisation, and the appointment of a KM focal person. The process will usually take between three and six months, depending on the size and scope of the organisation and availability of team members. While it is possible to complete the process fully online using digital tools, we prefer the in-person experience and believe it to be of greater value for all. More detail is provided below.

STAGE I. Objectives and Milestones
Why are you considering KM for your organisation? What strategic goals and objectives can KM help your organisation achieve? Are there any immediate or mid-term goals, or milestones? We will work together to define KM objectives and milestones that support your organisation’s overall business strategy.

STAGE II. Existing KM Environment | Pre-Assessment
What is the current state of KM at your organisation? Do you already have a KM framework in place, and if so, is it functional and effective? We will carry out an assessment of your existing KM environment to better understand the foundation upon which we will be building a KM framework. This will be a large part of our work, if not the largest, and is extremely important. We will engage with staff from across the organisation and apply a range of participatory methods and tools to collect insights.

STAGE III. KM Strategy
Based on the assessment findings and identified objectives, our consultants will prepare a set of recommendations and develop or revise a KM strategy for your organisation accordingly, outlining areas for improvement and recommending potential KM approaches, practices and tools to be introduced or improved.

STAGE IV. KM Action Plan, Practices and Tools
Now that a KM strategy is in place, you may choose to design and implement your own action plan. However, our consultants will be happy to support you by designing a comprehensive and tailored KM action plan and proposing/demonstrating a range of practices and tools that have proven effective. The action plan will serve as your road map with regard to KM and provide action points and next steps.

STAGE V. Post-Assessment (optional)
To evaluate the changes resulting from the introduction and/or enhancement of a KM framework at your organisation, we will design and conduct a post-assessment with your team. During this stage, the team will also be able to reflect and provide feedback on the effectiveness of the proposed/implemented KM strategy, action plan, practices, and tools.

For organisations that do not require external support in introducing or enhancing KM, we offer capacity building for KM focal points and/or relevant teams in the form of targeted training sessions (in-person or online), during which team members will learn to map out their existing KM approaches, practices and tools, identify challenges and areas for improvement, and design and implement solutions which will serve them better. We also offer facilitation of your internal training activities in KM, as well as coaching and mentoring support. Find out MORE.

Methods and tools.

During the assessment of the existing KM environment, we will be using internationally recognised and tested competency frameworks and assessment tools. These will include desk reviews, surveys, interviews, focus group discussions (FGDs), workshops, and more. Where necessary, we will use digital tools to reach a wider audience. We will perform stakeholder mapping to understand and identify key decision-makers and KM champions in the organisation. Lastly, we will work to introduce and improve a range of participatory and collaborative methods and tools such as Knowledge Jam sessions, Deep Dives, Pause and Reflect sessions, Communities of Practice, and others.

Important considerations and (best) practices.

For us to succeed, we will ask you to consider the following (best) practices which we feel are important and serve as prerequisites for an effective KM framework:

1. Support a favourable KM environment. Creating and maintaining an environment where knowledge creation and sharing are encouraged and supported is at the core of an effective KM framework.
2. Maximise participation and engagement from across the organisation. Combining efforts across teams and departments/functions will lead not only to better results but can improve collaboration and team spirit.
3. KM is at the heart of learning. A good KM framework will ensure continuous learning and development of people, which in turn, will lead to better business practices and results.
4. Encourage openness and transparency. An open and transparent culture is key to the effective sharing of information – a major part of KM. Teams will be encouraged to openly share information with others and ensure transparency throughout the process.
5. Remember to Pause and Reflect regularly. Introducing and institutionalising this as a regular practice in your organisation will not only help improve delivery and outcomes, but will also help the organisation to timely address challenges, prevent their escalation, and ensure team participation and engagement.
6. Always encourage Feedback! Two-way communication is at the heart of KM and key to a healthy working environment, learning and development, and good results.

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