Everything About Knowledge Management Portal

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Knowledge management is the process of defining, sharing, structuring, and retaining the knowledge. It also includes the knowledge from the experience of employees within an organization. The primary goal of knowledge management Portal is to improve the organization’s efficiency and save knowledge within the company.

Three primary areas of knowledge management:

  • Accumulating knowledge
  • Storing knowledge
  • Sharing knowledge

The goal here is to enable organizational learning and create a learning culture where employees can share knowledge or ideas. There are three primary types of knowledge included within the definition of knowledge management which we are going to discuss below:

Types of Knowledge

Explicit knowledge (Documented Information)

It is knowledge covering topics that are easy to document in writing systematically. Explicit knowledge includes:

  • FAQs
  • Instructions
  • One-sheets
  • Raw data
  • Related reports
  • Diagrams
  • Strategy slide decks

Implicit knowledge (Applied Information)

Includes learned skills or know-how. One can gain it by taking explicit knowledge and applying it to a specific situation. For example, if explicit knowledge is a book on flight mechanics, implicit knowledge tells you what will happen when you apply that information.

Tacit knowledge (Understood Information)

It is intangible information. It is not easy to explain it straightforwardly. It is like those things that people often understand without saying anything. These things are often personal or cultural. For example, hearing someone saying something inappropriate and correcting them by saying, “We would never use that phrase here.” Tacit knowledge is:

  • Informal
  • Learned with experience over time
  • Usually applies to a specific situation

Why is Knowledge Management Important?

Knowledge management is vital to boost the efficiency of an organization’s decision-making ability. As the marketplace becomes more competitive, knowledge management is one of the best ways to stay ahead here.

Companies start the knowledge management process for different reasons.

  • The impending retirement of key employees could demonstrate the need to capture their knowledge
  • A merger or acquisition could encourage the need for codifying knowledge and to teams for sharing their expertise.
  • An upcoming recruitment drive reflects the wisdom in using knowledge management to train new employees.

Benefits of Knowledge Management

  • Faster and better decision making
  • More efficient workplace
  • Optimizes employee onboarding and training process
  • Building organizational knowledge
  • Increased collaboration
  • Increased employee happiness and retention

Knowledge Management Process

There is a four-step knowledge management process in organizing the knowledge management for an organization:

  • Discovery

How can one discover the knowledge inside the organization?

Through the multiple sources of knowledge every organization has. Yes, you need to search for the knowledge resource first. Then you need to identify what employees can learn from that source or how critical that knowledge is for the organization. A reliable understanding of the knowledge flow of the organization can also help in the discovery process.

  • Capture

How can one store the new and existing knowledge?

Every organization contains a massive amount of knowledge, and one should ensure to store and organize it properly. Through this, knowledge is more easily accessible, and the organizational structure also increases. For this, you can create a mapped and categorized system. This can include indexing, scanning documents, and using metadata.

  • Process

How can you synthesize this knowledge and incorporate it in the best way?

This step requires a deep analysis of the knowledge gathered in the above two steps. The organization must organize and access the knowledge to see how they can implement it in the best way possible in the organization’s structure. This step is crucial when an organization should establish and promote a cultural shift toward knowledge sharing and developing employees to be innovators.

  • Share and Benefit

How can individuals within the organization access this knowledge?

If knowledge management cannot give easy access within the organization, then there is no use of the first three points.

Even if you are building a system that works as the first step, it requires individuals to understand how to use it. Here, implementing training programs can help to increase the understanding of knowledge management systems.

Knowledge Management Methods

Depending on the company’s requirements, their knowledge management will look different.

Here we have a list of the most common types of knowledge management examples:

  • Tutoring & Training, Q&A, Communities of Practice, and Expertise Location

All these examples involve the knowledge transfer directly from the knowledge holder. This could be through in-person tutoring, online chats, company-wide training sessions, group discussions, etc.

Pros:

  • Experts can answer the questions quickly
  • One tends to remember in-person learning more clearly
  • One can facilitate brainstorming sessions

Cons:

  • An experts location system can be time-consuming to build and maintain
  • Knowledge can be challenging to document and save for future use
  • Organization can lose the knowledge if the knowledge holder leaves the company
  • Documentations, Guidelines, Tutorials, and FAQ

These written communications are an excellent source for storing and transferring knowledge. And with text-based knowledge management, it is necessary to have a system to store, categorize, and navigate subjects. In most cases, metadata is a great help for this.

Pros:

  • Easy to share online
  • Archived and stored easily
  • Fast navigation to solutions when organized well
  • Can easily combine the expertise of multiple people into one packet

Cons:

  • Must keep the knowledge up-to-date
  • Requires more time to create
  • Need to organize appropriately to find the knowledge
  • Forums, Collaboration Environments, and Intranets

These online resources initiate conversation and bring many knowledge holders to the same place. You can divide sub forums, threads, and groups by topic, level of expertise, or any number of other classifications.

Pros:

  • Many experts can come together into one place, no matter what their location globally is
  • The collaboration will drive innovation
  • Facilitating contact with remote teams helps in knowledge transfer
  • Promotes teamwork

Cons:

  • Knowledge converts into discussions
  • Searching through plenty of messages and threads for relevant answers is time-consuming
  • Cannot archive messages and threads
  • Learning and Development Environments

You can create an environment where learning should be like an asset. This will drive employees to continuously educate themselves. For this, you must install structured and accessible learning and development technology that employees can use.

Pros:

  • Employees can acquire knowledge themselves whenever they want
  • The structure promotes easier discovery of subjects
  • Training pathways can be set out

Cons:

  • One needs to create and update content continually
  • Requires many efforts to build and maintain
  • Case Studies

These in-depth studies on particular subjects serve as a complete guide to a subject.

Pros:

  • Easily shareable
  • Allow for complete documentation and archiving of lessons learned
  • Efficient for communicating complex information

Cons:

  • Takes plenty of time and skill to create
  • Webinars

These online seminars are beneficial in initiating widely disseminating ideas throughout teams, branches, or the entire company.

Pros:

  • One can record and reuse it
  • Accessible for all employees to attend it

Cons:

  • Takes time and management to plan, write, and deliver

How Can You Manage Knowledge Via Portals?

Online Knowledge Portals (KPs)

These highly integrative Knowledge Management Systems (KMS) promise to synthesize the widely dispersed knowledge and interconnect individuals to provide a ‘one-stop knowledge shop.’

A knowledge management portal is a door to applications and information that employees need. It can be for anything like to find an appropriate solution to a problem. Even if they want to find experts who can help them, a knowledge management portal can help.

  • It distinguishes knowledge from mere data
  • Integrates knowledge instead of mere information
  • Encourages users to produce more knowledge

Organizations that seize full advantage of knowledge management can react efficiently to changing market conditions. They can even offer better services to their customers to improve their innovation and efficiency.

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