A decade ago, various strange claims were made about knowledge management. Some claimed it was an esoteric and unimportant field, others viewed it as a " fad" that would fade over time, and some even went so far as to say that knowledge management was an invention of consulting firms. Years have passed, and not only has knowledge management not disappeared in the "natural selection" of organizational evolution, but it has developed into an independent and thriving field, generating a cycle of about $72 billion a year - and that's just in the US. If knowledge management were indeed a "white elephant," we would not witness such figures. We live in a world of information, and striving to organize and manage it is only natural. If knowledge is power, our energy will be expressed in our ability to manage it.
Why do we need knowledge management? One argument is that knowledge management streamlines processes within an organization. A study conducted at Harvard University examined whether knowledge management improves performance. The study analyzed the activity of a software company. It looked at parameters such as frequency of use of the company's internal database, group size, level of experience, types of projects, and project complexity. One of the conclusions that emerged from the study was that knowledge management can be efficient but does not necessarily guarantee better results. In the study, employee productivity increased, reflecting time and cost savings. Still, the quality of work (measured by the quality of the code written) remained the same.
On the other hand, the opposite happened for teams that were geographically distant from each other: they became less efficient, but their code writing improved. The researchers concluded that the decline in performance stemmed from the need to learn the system on their own (which impacted efficiency). Still, once they knew it, knowledge management was the "glue" that held the team together, leading to higher-quality results regarding the code written. The question arises as to what happens when knowledge management improves efficiency and work quality. The researchers found that when teams were given tasks that changed frequently, knowledge management had a significant impact and made the team more efficient, delivering higher-quality work. Hence, knowledge management can assist with either efficiency, improved outcomes, or both - depending on who the knowledge management system users are and their needs.
So when might knowledge management become a "white elephant"? When the existing knowledge management system in the organization does not meet the user's needs. Just as it would be wrong to say that a car is dangerous without examining the driver's skills, it is impossible to say whether knowledge management is effective without examining those whom the knowledge is supposed to serve. Hence, for knowledge management to be effective, we must know the target audience and set goals accordingly.
When setting goals, it is advisable to clearly and measurably define what constitutes a successful outcome of knowledge management. Is it expressed in the amount of documented information? It’s quality? The number of users? Performance measurement? Additionally, since knowledge management is a dynamic process, we must periodically stop and examine whether the knowledge management methods we are employing still serve the goals we have set. Just as the purpose of knowledge management in an organization may change between different target audiences, it may also change from one period to another, so it is not enough to know that the knowledge management method in the organization is efficient; it is advisable to ensure that it is also relevant periodically.
Knowledge management in your organization will be effective if there is someone to manage the knowledge and if the knowledge is properly managed according to the needs of users and the organization. Stay vigilant and periodically check that your organization's methods are relevant and add value. Remember, the knowledge that is not used is like a stone that has no turning. If the organization's knowledge management methods are irrelevant, there will be no practical use of the information; therefore, if you do not want knowledge management in your organization to become a "white elephant," maintain the colorfulness and diversity of knowledge management methods.
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