Knowledge management tools are tools that support the performance of applications, activities or even actions. This might include knowledge generation, knowledge codification which enables its processing so as to improve the decision making mechanism of the specific institution. It’s not mandatory for all processes to be computer based but most emphasis is put on electronic tools. This is built on their dynamic capabilities, organizational impacts and their quick evolution. Data access, use of groupware systems and the use of internet are continuously becoming important aspects in modern management..
There is a need for our organization, Concern Worldwide, to implement this information management tools as they facilitate better decisions to be made and ensure our projects are implemented in a more organized and efficient manner. This implementation will also ensure that the information we have is properly safeguarded against unauthorized alteration. Only a few, who are authorized, will be privy to it. It also improves how communication is done within the organization. It has been reported that management tools basically improve communication across all sectors of organizations. . It is thus distinct that the engagement of such management tools would add value to our organization and facilitate better provision of services. But then, how is this project-related information represented?
The knowledge we have in the organization is the greatest asset we have. Knowledge defined is a mix of outlined experiences, expert insight, values and contextual information that provide a mechanism for incorporating and evaluating information and experiences. Such knowledge originates and is pragmatic in the minds of individuals but stored in documents, processes and practices of corporations. The generation of this knowledge requires tools that facilitates its acquisition and synthesis. Such knowledge also needs to be communicated. Such communication can be done through collaboration, sharing and group decisions. Knowledge codification is also mandatory. Codification is the storage and representation of knowledge in a way, which it can be retrieved and used again by somebody else in the future. It is clear that after knowledge is acquired, then it needs to be organized and refined. This involves a lot of activities which range from cataloguing, filtering, linkage, indexing, contextualizing, projecting and even mining. For proper dissemination of this information then six tools of information and knowledge need to be implemented. These tools are document management systems, information management systems, searching and indexing systems, expert systems, communications and collaboration systems and intellectual asset systems.
These tools are progressive and provide a proper foundation for our knowledge to be of relevance to our core objectives as an organization. Document management systems will ensure that all the data we have is fully backed and stored well. It will also provide for mechanisms of editing such info and adding value to it. Information management systems will enable us to clearly interpret this data and get the appropriate information. Searching and indexing systems makes it easier to access this information. This saves on time and helps us attend to those who need our services early enough. The expert system we employ will also enable us to use structured knowledge to improve on our operations. We will be able to integrate the needs of those who are dependent on our services by identifying with them through expert knowledge. The communication and collaboration systems improves on the transition of information across all structures of the organization. We need to protect this knowledge and intellectual assets systems will facilitate this.
There are mechanisms of how this project information can be capture, organized, stored, disseminated and retrieved. This mechanisms involve the application of knowledge development life cycle. The first stage of this life cycle is the creation of knowledge. This involves capture and generation of that knowledge. This is the assimilation of knowledge. The second stage is organization. This involves interpretation, codification and amalgamation of this information. this gives meaning to the project information and makes it easier to comprehend. The third stage is distribution. It can be done using various ways which involve publishing, face to face expressions, dissemination and also transmission. The last stage in this scientific process involves application. This is where we process the knowledge and information we have. It can be changed, revised, amended and even reviewed. This offers a platform for constant improvement enabling our organization to meet its goal. For this process to be implemented then technological aspects need to be employed. Examples of such can be intranet, data warehouses, decision support tools, collaboration tools, social media, knowledge management systems, etc.
In my opinion I feel the best technology to use is intranet. Intranet is a system that offers company-wide information distribution. It employs internet tools and technology to achieve this objective. This involves the use of HTML files linked to LAN to give employees access to company documents. It also ensures that they distribute software, indulge in group scheduling, provide easy access to company databases and also publish information in an effort to connect with the entire the company members. If we use this technology we will be able to disseminate information across the organization.
We can also use data warehousing. This is a central store of common data used in our organization. This data source is very significant to our organization. It will enable project information to be stored well and avail it for use in case of need. Our project leaders and implementers can receive the appropriate information on time and implement it on those that need our services. From the above viewpoints it is distinct that in order to meet our organizational goal of helping the poorest people to meet their goals, then it is paramount we implement these tools.