Defining core knowledge - M20-MIM-EV1

1

Chapter 7


Developing a Core
Knowledge Framework


2

Introduction
(1/2)

•
Most organizations face a knowledge glut

•
Many apply a ‘kitchen sink’ approach to
providing access to knowledge

•
This can prevent useful application of
knowledge

•
The goal of knowledge management is to
facilitate ready access to critical knowledge
when people need it



3

Introduction
(2/2)

Content management

•
Vital to effective knowledge management

•
Identifies and categori
z
es valued knowledge

•
Manages and maintains the currency and
accessibility of that knowledge

4

Core Knowledge

•
Strategic or operational knowledge which
contributes to essential organi
z
ational
processes or outcomes

•
Long
-
term value to the organi
z
ation

•
Enables high performance on core activities

•
Justifies the cost of knowledge capture and
management

•
Minimi
z
es duplication, misinformation and
redundant effort


5

The Three Phases of Managing Core
Knowledge

•
Knowledge management relies on an
effective content management system
(CMS)

•
The CMS is developed progressively:

–
Phase 1: clarify the core knowledge scope

–
Phase 2: define core knowledge parameters

–
Phase 3: develop the core knowledge


structure

6

Phase 1:

Clarify
the
Core Knowledge Scope

(1/4)

•
Explores the types of core knowledge found
in the organi
z
ation and the ways in which
that knowledge is used

•
Clarifies the nature of the
organization’s
core
business

•
Determines the knowledge domain to be
supported and encouraged

•
Ensures staff have the capabilities to use
that knowledge

7

Phase 1:

Clarify
the
Core Knowledge Scope
(
2/4
)

Identifying the core business and its
knowledge requirements


•
What are the major organi
z
ational activities?

•
Where is the firm going?

•
Is there speciali
z
ed or unique knowledge?

•
Which knowledge needs to be shared?

•
Can the costs of sharing be recouped through the
use of that knowledge?

•
What are the benefits of enabling the use of the
knowledge by others?

8

Phase 1:

Clarify
the
Core Knowledge Scope
(
3/4
)

Define the knowledge domain


•
Areas of knowledge that support the core
business strategy of the organi
z
ation

•
Each organi
z
ation develops a different
knowledge domain

•
Knowledge which members need to share
and use as common resources

•
Knowledge which is strategic and needs to
be developed and cultivated over time

9

Phase 1:

Clarify
the
Core Knowledge Scope
(
4/4
)

Review knowledge capabilities


•
Identification of desired capabilities, valuable
sources of knowledge, demonstrable
capabilities and knowledge practices

•
What do our employees really know?

•
What should they know?

•
How can they gain this knowledge?

10

Phase 2:

Define Core Knowledge Parameters

(1/6)

•
Defines and builds policies relating to the
core knowledge domain identified in

phase 1

•
Provides boundaries for the core knowledge
to be supported in the KMS

•
Ensures relevant contributions to the
system, and appropriate use of the system

•
Still accommodates evolving requirements

11

Phase 2:

Define Core Knowledge Parameters

(
2/6
)

Defining core knowledge

•
Clear definition of what is important

•
Directs employee attention and
knowledge
management
resources to that knowledge

•
Should reflect the capacity to manage

and

contribute to the resultant domain

•
May commence with a very tight focus and
then expand as time progresses

12

•
Categories of core knowledge:


–
Basic core knowledge:

essential knowledge
generated, shared and accessed by all staff

–
Strategic core knowledge:

limited access,
progressive development, needs updating

–
Developmental core knowledge:

potentially
beneficial, but still under development

Phase 2:

Define Core Knowledge Parameters
(
3/6
)

13

•
Defining the core
—

practical considerations:

–
Absorptive capacity of the individuals

–
Will there be sufficient return on the
investment costs of capturing, recording and
maintaining knowledge?

–
Does the increased management add value?

–
Can the system be maintained?

–
Will the KMS make the knowledge more
accessible?

Phase 2:

Define Core Knowledge Parameters
(
4/6
)

14

Develop the core knowledge policy

•
Describes the nature of core knowledge

•
Clarifies importance and value of knowledge

•
Outlines the roles of various stakeholders

•
Provides guidance on the overall principles
to be applied

•
Policies do not normally include procedures
and practice
—

these are contained in
guidelines which can change as required

Phase 2:

Define Core Knowledge Parameters
(
5/6
)

15

•
Some policy considerations

–
What, how and when will employees share
their core knowledge?

–
Policy implementation

–
Relationship with other organi
z
ational
processes and systems?

–
Confidential, competitive knowledge

–
Transient

strategic knowledge management

Phase 2:

Define Core Knowledge Parameters
(
6/6
)

16

Phase 3:

Developing the Core Knowledge
Structure

(1/7)

•
Systems and processes which assist with
mapping and organi
z
ing the organi
z
ation’s
core knowledge

•
Encompasses mapping, categori
z
ing,
indexing and otherwise labelling core
knowledge to facilitate its management

•
Enables the ready retrieval of core
knowledge through effective search
processes

17

User
-
driven core knowledge

versus

Systematic core knowledge definition

Phase 3:

Developing the Core Knowledge
Structure

(2/7)

18

Mapping core knowledge


•
Knowledge maps describe the core
knowledge categories and focal areas

•
Define the structural breakdown of the
different core knowledge areas

•
Two types of maps can be developed:
relational knowledge maps or operational
knowledge maps

Phase 3:

Developing the Core Knowledge
Structure

(3/7)

Relational knowledge map

Operational knowledge map

21

Phase 3:

Developing the Core Knowledge
Structure
(
4/7
)

Establishing and promoting the knowledge
repository


•
Repositories link the different sources by
integrating them into a single united system
which can be searched in many different
ways

•
Structured or unstructured repository
management strategies?


22

•
Structured repository management

–
Integrate the use of common structures,
formally constituted headings and content
descriptors to describe the content

–
Keyword headings facilitate subsequent
retrieval by providing predictable and reliable
terms which are used by both contributors
and knowledge seekers

–
Descriptors guide the user as to the defined
content to be found under a keyword

Phase 3:

Developing the Core Knowledge
Structure
(
5/7
)

23

•
Unstructured knowledge repositories

–
Knowledge is not structured in terms of
content, but is found using free
-
text
searching

–
Usage is flexible, and sources can be
accessed in many creative ways

–
Successful identification of sources relies on
the use of common language and ideas


Phase 3:

Developing the Core Knowledge
Structure
(
6/7
)

24

•
Repository design principles

–
Ensure only core knowledge is included

–
Clarify the level of control over content

–
Browser design should match the user needs
and capabilities

–
There should be easy access to the system
and user guidance

–
Search agents may assist the user

Phase 3:

Developing the Core Knowledge
Structure
(
7/7
)

25

Content Authorship

•
Knowledge in repositories will be reused,
adapted and generally changed over time

•
Should people be recogni
z
ed for their
contributions?

•
The source documentation can recogni
z
e
each individual’s contribution and the date of
the contribution

•
Recognition and reward systems may also
integrate this information

26

Concluding Points

•
Content management is a critical factor in
building an effective KMS

•
Core knowledge should be clearly defined
and agreed before the KMS is implemented

•
Structured and well controlled systems
provide better overall support to the user

•
Knowledge repositories rely on effective
knowledge maps to guide their structure and
management

27

Today’s focus questions:

•
What is core knowledge?

•
Why is it important to clarify the scope and
nature of core knowledge?

•
What are some of the likely issues which
may arise when building a content
management system?


–
Lecture reference: Debowski, Chapter 7