What is Knowledge Management Process? Why is it Important?

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Written By Haissam Abdul Malak

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Information is a valuable commodity that can be used by anyone to help make decisions or for important discussions. However, it’s too easy to forget about knowledge that has been shared in the past. So much valuable information has been lost due to inattention. With a clear knowledge management process implemented on your team, this will never happen again.

Knowledge management process is a systematic approach to managing knowledge assets. It involves identifying the knowledge assets, organizing them into categories and then ensuring that they are accessible to people with the right skills.

A clear knowledge management process can help organizations save time by having quick access to the information they need. It also helps in identifying gaps in the work and resources. This helps in making sure that all tasks are completed on time and with utmost efficiency.

The knowledge management process should be designed to support the strategic goals of the organization. It should also have a formal structure that includes defined roles and responsibilities. The process should also include an evaluation of its effectiveness to ensure that it is meeting its objectives.

What are the six processes that comprise knowledge management?

Knowledge management is the process of identifying, capturing, organizing, structuring, storing and making accessible knowledge.

It is a systematic and deliberate process that helps organizations to achieve their goals by making it easier for them to share information and management knowledge lifecycle. There are six processes that comprise knowledge management:

1- Discovery

The discovery step is the first step in knowledge management. It is usually conducted by a group of people who are involved in the process. The goal of this step is to identify what information needs to be managed and how it will be used.

Knowledge discovery is the process of identifying, extracting, and organizing knowledge from a variety of sources. It is the process of searching for patterns in data that might not be directly obvious to human analysts.

2- Capture

The capture step is the process of collecting and organizing information. This can be done by using a variety of tools and methods, such as document scanners, audio recorders, video cameras, note-taking apps or even just pen and paper.

A knowledge management process can be used to collect data for many purposes, including research projects and business projects.

3- Organize

The organize step in a knowledge management process is the third step in order to make the most of all the knowledge that you have. This includes categorizing and naming files, creating a directory structure, and organizing information by subject.

In this stage, you will be grouping similar files together. This will help you find your files faster when needed. You should also create a directory structure to help organize your information by subject.

4- Structure

The structure step is the process of organizing information in a way that is logical and easy to understand. This includes giving each piece of information a name, categorizing it, and arranging it in a hierarchy.

This step can be achieved by using tools such as mind mapping software to map out ideas, or by using an indexing system like the Dewey Decimal System.

You may organize knowledge so that it is easily accessible to those who need it most by using the best knowledge management system.

5- Store

The store step is where knowledge is stored for future use. This could be in the form of documents, videos, or other types of content.

Organizations should carefully plan this step and consider the long term and short-term usage of each knowledge base. In addition, securing this knowledge represents a challenge as it might contain some sensitive information that you don’t want to get exposed to external parties.

6- Reuse

The reuse step in a knowledge management procedure is the step where information is used again. This can be done by using the same information in different ways or using it for purposes that are not directly related to its original purpose.

This reuse step is important because it helps organizations save time and money, which they would otherwise spend on creating new content. It also helps organizations maintain their knowledge base, as well as continuously improve it.

How do you develop a knowledge management process?

Companies need to develop a process for knowledge management in order to keep up with the ever-changing market. Knowledge management is not just about storing and retrieving information, it is about developing a system that will allow employees to share their knowledge and skills with the company.

A successful knowledge management process needs to be focused on three things:

1) Developing a plan for what information needs to be collected and stored

2) Creating guidelines for how employees can share knowledge with one another

3) Establishing an archive where employees can access the collected information

Best practices for creating an effective knowledge management process

Follow these guidelines to properly create and implement the best KM process.

  • A formal structure with defined roles and responsibilities
  • An evaluation of effectiveness
  • A systematic approach to information management
  • Regular review of the process and its outputs
  • Conduct a gap analysis to identify vulnerabilities and gaps

Check more about this topic in the below in-depth article.

KM best practices

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