Professional Documents
Culture Documents
Module 5
KM Tools
are used to create, organize and share
the knowledge that can be found, most of
the time, in a document, a project report,
or a memo from one employee to another
An ideal knowledge management tool
must include features like mobility that
allows users to interact with the system
from any place at any time.
tools must be readily available and user
friendly, other-wise employees will not use
them
Knowledge Management Tools
B. enterprise portal
E. collaboration tool
F. communities of practice
A. Document Management System
Documents are the most common repository of information and knowledge in any
organization.
Documents: a project proposal, a contract or agreement, a technical report, a
scientific paper, and others
Because of the great variety of the types and lengths of documents that an
organization can produce, the systematic and organized management of these
documents can save the organization considerable effort and money.
Two key functions: (1) content (2) facilitates content management and access
4 Basic Elements of Document Management System
document
Search
Keywords
Engines
B. Enterprise Portal
Portals can be defined as single points of access that provide easy and timely access
to knowledge. (Central point of knowledge making it easier to share knowledge in an
organization)
Through portals, users can contribute information to the corporate pool of knowledge,
access information, and collaborate with other experts and their peers.
One of the goals of portals is to enhance corporate performance, it is essential to
populate the portal with information of the highest quality in order to ensure its
successful use in a knowledge management system
Portals are frequently Web-based, allowing creation of distributed documents and
making possible to search online information.
C. Knowledge Map and Skills Management
In an organization where people are the most important assets, managing their skills,
capabilities, interests and experience is critical.
A skills management system is a web-based tool that supports this in a distributed
way, spreading the workload over the whole organization.
Employees are entitled to update their own skills and interests, they can also locate
individuals with specific or particular skill/s. (Skill Levels 1-5)
Having stored all skills along with their history, the system can generate a knowledge
map of the company, which gives insight in the strong and weak points of the
company, as well as in emerging trends.
C. Knowledge Map and Skills Management
A knowledge map helps navigate through documents, versions, authors, experts and
external users of information, which could be partners, customers, suppliers and
competitors.
Knowledge maps are the standard tools employed in order to control crawling, portal
access to repositories and categorization of documents and experts.
D. Information Database and Lessons Learned
Lessons Learned knowledge base forms the memory of the company (supports the
process of capturing and diffusing the knowledge)
Lessons Learned systems are very important in organizations where mistakes can be
very costly and avoiding them in the future provides significant savings.
It is known that experience has shown that a properly functioning Lessons Learned
system can provide many of the required functionalities to turn a company into a
learning organization.
E. Collaboration Tools
If community of practice has decided to create one from scratch, there are three
main considerations that will need to be taken into account: