How to develop a How to develop a Knowledge Management Knowledge Management Strategy for your LibraryStrategy for your Library

Practical PresentationPractical PresentationBy By

Rodney MalesiRodney MalesiUSIUUSIU

What is a KM What is a KM Strategy?Strategy?

In simple terms a KM strategy is the In simple terms a KM strategy is the process of generating, codifying, and process of generating, codifying, and transferring explicit and tacit transferring explicit and tacit knowledge within an organization, knowledge within an organization, getting the right information, to the getting the right information, to the right people, in the right place and at right people, in the right place and at the right time.the right time.

Effects of Lack of Effects of Lack of StrategyStrategy

1. an incoherent knowledge vision or lack of 1. an incoherent knowledge vision or lack of ownership of the knowledge vision;ownership of the knowledge vision;

2.lack of appreciation of knowledge as an 2.lack of appreciation of knowledge as an important asset;important asset;

3.a lack of an information sharing culture and 3.a lack of an information sharing culture and climate; climate;

4. inappropriate methods or tools for measuring 4. inappropriate methods or tools for measuring and valuing knowledge;and valuing knowledge;

5.inadequate standardized processes;5.inadequate standardized processes;

STRATEGY STRATEGY IMPLEMENTATIONIMPLEMENTATION

STEP ONESTEP ONE Identify the problems you Identify the problems you

want to solve.want to solve.

due to rapid knowledge decay and due to rapid knowledge decay and consequently need to create new knowledge; consequently need to create new knowledge;

high staff turnover and loss of knowledge; high staff turnover and loss of knowledge;

dwindling library budgets; dwindling library budgets;

needs of operational efficiency to address needs of operational efficiency to address increased demands from faculty and students;increased demands from faculty and students;

need to establish best practices; need to establish best practices;

need to manage e-evolution; need to manage e-evolution;

need to leverage the available knowledge; need to leverage the available knowledge;

necessity to survive and sustain competitive edge necessity to survive and sustain competitive edge in the global community of profession; in the global community of profession;

and finally, seeing KM as a great opportunity to and finally, seeing KM as a great opportunity to spread out the role of librarians to the academic spread out the role of librarians to the academic community.community.

STEP TWOSTEP TWO Prepare for changePrepare for change

• Get sponsorship identify how Get sponsorship identify how the strategy will be fundedthe strategy will be funded

• Study the Knowledge Sharing Study the Knowledge Sharing Culture-what hinders Culture-what hinders information sharing? What information sharing? What incentives can you introduce?incentives can you introduce?

“ I’ll share” “I ain’t sharin’ nuffin!”

The Biggest Challenge: Changing Your Culture to a NEW WAY OF WORKING!!

Create the implementation Create the implementation team Identify team Identify KM Leader, IS, KM Leader, IS, Content experts, HR, Training, etc.Content experts, HR, Training, etc.

STEP 3

… … Creating the TeamCreating the Team

Building and launching a knowledge Building and launching a knowledge management system requires a broad range of management system requires a broad range of expertise in a focused core teamexpertise in a focused core team

Librarians good in financial mattersLibrarians good in financial matters Subject-Matter ExpertsSubject-Matter Experts Library Science SkillsLibrary Science Skills Communications, Training & MotivationCommunications, Training & Motivation Information TechnologyInformation Technology

Perform the Knowledge Audit Perform the Knowledge Audit •to identify the information and knowledge needs of the library, the to identify the information and knowledge needs of the library, the various departments and individuals. various departments and individuals.

•to identify information created internally and assess its to identify information created internally and assess its value/relevance to the organization. value/relevance to the organization.

•to identify information gaps and understand information processes. to identify information gaps and understand information processes.

•to review and evaluate current use of external and internal to review and evaluate current use of external and internal information sources. information sources.

•to identify barriers and prioritize changes that need to be made to to identify barriers and prioritize changes that need to be made to ensure the steady flow of information and knowledge across the ensure the steady flow of information and knowledge across the department.department.

•to develop a knowledge map of the organization indicating to develop a knowledge map of the organization indicating appropriate connections and collections appropriate connections and collections

STEP 4

Identify the human capitalIdentify the human capital Information ResourcesInformation Resources

STEP 5Understand & identify your knowledge assets, their source & structure

Create Knowledge Management Create Knowledge Management SolutionsSolutions

• Focused Information Access Focused Information Access ApplicationsApplications

• Query Across Existing SystemsQuery Across Existing Systems• A Knowledge Warehouse to unify & A Knowledge Warehouse to unify &

add value to information silosadd value to information silos• Document/content management Document/content management

systemssystems• Establish communitiesEstablish communities• Introduce KM processIntroduce KM process

STEP 6

• Finding subject matter expertsFinding subject matter experts

• Content management & Knowledge Content management & Knowledge EditorsEditors

STEP 7

Link Knowledge to People

Technology (IT)Technology (IT)

ProcessesProcesses(Codification)(Codification)

PeoplePeople(Connectivity)(Connectivity)

Knowledge Knowledge ManagementManagement

Three major aspects to be managed

To be effective, Knowledge Management has to be more than just a technology solution.

KnowledgeCommunities

KnowledgeInfrastructure

KnowledgeProcesses

KnowledgeBase

KnowledgeWorkers

Collaborative Culture

Knowledge Team

Sponsor

Knowledge ManagementKnowledge Management

““Don’ts” for Knowledge ManagementDon’ts” for Knowledge Management

Don’t treat KM as a project, a one-off, an IT Don’t treat KM as a project, a one-off, an IT “solution” “solution” • it’s part of the management discipline! it’s part of the management discipline!

Don’t focus on KM; focus on the business needs and Don’t focus on KM; focus on the business needs and use KM as a means to help you manage your way use KM as a means to help you manage your way there (only if needed)there (only if needed)

Don’t underestimate the scope, timeframes and Don’t underestimate the scope, timeframes and effort, depending upon your needs effort, depending upon your needs • this is organisational change towards maturity as this is organisational change towards maturity as

a knowledge-intensive organisationa knowledge-intensive organisation

Thank YouThank You

Any Questions?Any Questions?