There are many definitions of knowledge management.
Perhaps the simplest definition of knowledge management is "sharing what we know
with others." The emphasis is on human know-how and how it brings value to an
organization. Knowledge Management provides the processes and structures to
create, capture, analyze, and act on information. It highlights the conduits to
knowledge, as well as the bottlenecks.
Knowledge management is so important to public-sector organizations in part because of the prospective loss of employees due to an aging workforce. A recent GAO report indicated that a substantial portion of the federal workforce would become eligible to retire or will retire over the next five to 10 years, and that workforce planning is critical to ensure that agencies have sufficient and appropriate staff to account for these retirements.
In addition, high staff turnover, lack of adequate training, and a tendency to maintain the status quo, further impact and impede the success of knowledge retention and growth. Oftentimes, when people leave an organization, they take a wealth of knowledge about their jobs with them. Knowledge management attempts to secure and replenish the learning experiences, as well as the work products, of the individuals who comprise an organization.
The Benefits of Knowledge Management
Whether to minimize loss and risk, improve organizational efficiency, or embrace innovation, knowledge management efforts and initiatives add great value to an organization. Some of the benefits of KM include:
- facilitates better, more informed decisions;
- contributes to the intellectual capital of an
organization;
- encourages the free flow of ideas which leads to
insight and innovation;
- eliminates redundant processes, streamlines
operations, and enhances employee retention rates;
- speeds the learning curve for new staff;
- improves customer service and efficiency; and
- leads to greater productivity.
Why Is Knowledge Management Important in Today's Business Climate?
Today's business environment is characterized by continuous, often radical
change. Such a volatile climate demands a new attitude and approach within organizations—actions
must be anticipatory, adaptive, and based on a faster cycle of knowledge creation.
Some of the current challenges public and private organizations face include:
- a growing emphasis on creating customer value and
improving customer service;
- an increasingly competitive marketplace with a rising
rate of innovation;
- increased collaboration across organizational lines;
- reduced cycle times and shortened product development
times;
- a need for organizational adaptation because of
changing business rules and assumptions;
- a requirement to operate with a shrinking number of
assets (people, inventory, and facilities);
- a reduction in the amount of time employees are given
to acquire new knowledge; and
- changes in strategic directions and workforce mobility that lead to
knowledge loss.
A few things to remember
Knowledge Management does not have a beginning and an
end. It is ongoing, organic, and evolving.
• KM is about people.
What people know, and how their knowledge can support business and organizational objectives is the
keystone of knowledge management. It draws on human competency, intuition, ideas, and motivations. It is
not a technology-based concept. Although technology can support a KM effort, it should not begin there.
• KM is orderly and goal-directed.
Knowledge management is inextricably tied to the strategic objectives of the organization. It uses
only the information that is the most meaningful, practical, and purposeful.
• KM is value-added.
Knowledge management draws upon pooled expertise, relationships, and alliances. Leading organizations can further the two-way exchange of ideas by bringing in experts from the field to advise or educate managers on recent trends and developments. Forums, councils, and boards can be instrumental in creating common ground
and organizational cohesiveness.
• KM is visionary.
This vision of knowledge management is expressed in strategic business terms
rather than technical terms, and in a manner that generates enthusiasm, buy-in, and
motivates managers to work together toward reaching common goals.
