Factors Influencing Knowledge Management

Factors Influencing Knowledge Management

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  Factors Influencing KnowledgeManagement in Organizations By Dr. G C Mohanta, Professor, Al-Qurmoshi Institute of Business Management, Hyderabad, India Management of Knowledge in Organizations An organization's knowledge workers use their knowledge handling skills, plus the knowledge at their disposal, in performing an assortment of knowledge activities. Such activities can be examined at various levels of analysis and characterized in various ways. Based on a synthesis of activities identified in the KM literature, the following set has been advanced: acquiring knowledge (from sources external to the organization), selecting knowledge (from the organization's own resources), generating knowledge (by deriving it or discovering it), internalizing knowledge (through storage and/or distribution within the organization), and externalizing knowledge (either explicitly or implicitly in the organization's outputs). A particular instance of a knowledge activity in an organization can be carried out by a human- based processor (e.g. an individual knowledge worker, a group), a computer-based processor (e.g. an intelligent agent), or a hybrid. Occurrences of specific processors performing specific activities are connected by knowledge flows. An operational objective of KM is to ensure that the right knowledge is available to the right processors, in the right representations and at the right times, for performing their knowledge activities (and to accomplish this for the right cost). These specific instances of knowledge activities and their associated knowledge flows are termed knowledge management episodes (KME). Examples of KM episodes include making a decision, solving a problem, conducting an experiment, and performing a scenario analysis. Each knowledge management episode is triggered by a knowledge need and culminates when that need is satisfied (or the effort is abandoned). A KME involves the execution (by humans and/or computers) of some configuration of knowledge activities operating on available knowledge resources to develop the needed knowledge. KM within and across episodes is both facilitated and constrained by various factors. At a micro- level, the factors influencing KM affect how knowledge activities are configured within an episode: which processors perform them, how well they are performed, which knowledge they operate on, and the sequence in which they are performed. At a macro-level, they affect the patterns of episodes that unfold in the management of knowledge. By satisfying knowledge needs, KMEs result in learning and projection. That is, KM achieves direct returns along two dimensions of organizational performance: learning and projection. Together, learning and projecting are the basis of an organization's innovations. The management of knowledge is inseparable from the innovation process defined as bringing ideas to market. Executives see innovation as the greatest payoff from knowledge management, even though KM efforts have so far concentrated on achieving productivity gains. It is important to appreciate how organizations do, can, or should perform knowledge management as they endeavor to innovate, learn, and project. Such an appreciation can benefit from a framework that
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  characterizes major influenceson KM, which govern patterns of knowledge activities and the nature of knowledge resources on which they operate. Factors That Influence KM A very broad range of factors that influence the success of KM initiatives include: culture, leadership, technology, organizational adjustments, evaluation of knowledge management activities and/or knowledge resources, governing/administering knowledge activities and/or knowledge resources, employee motivation, and external factors. The various factors which influence the knowledge management can be broadly organised into three categories: (i) managerial influences, (ii) resource influences and (iii) environmental influences. Managerial Influences Managerial influences emanate from organizational participants responsible for administering the management of knowledge. The framework partitions these influences into four main factors: (i) exhibiting leadership in the management of knowledge, (ii) coordinating the management of knowledge, (iii) controlling the management of knowledge and (iv) measuring the management of knowledge. Coordination Knowledge development is a primary driver of KM. The planned approach requires coordination within and across KMEs, involving the determination of what knowledge activities to perform in what sequence, which participants will perform them, and what knowledge resources will be operated on by each. Coordination refers to managing dependencies among activities. It aims to harmonize activities in an organization by ensuring that proper resources are brought to bear at appropriate times and that they adequately relate to each other as activities unfold. In the management of knowledge, dependencies that need to be managed include those among knowledge resources, those among knowledge activities, those between knowledge resources and other resources, and those between resources and knowledge activities The management of knowledge in an organization is strongly influenced by how such dependencies are managed. Coordination involves not only managing dependencies, but marshaling sufficient skills for executing various activities, arrangement of those activities in time, and integrating knowledge processing with an organization's operations. Coordination approaches suggested and used to manage dependencies in a knowledge-based organization include linking reward structures to knowledge sharing, establishing communications for knowledge sharing, and constructing programs to encourage learning. Control Control is concerned with ensuring that needed knowledge resources and processors are available in sufficient quality and quantity, subject to required security. Two critical issues here are protection of and quality of knowledge resources. Protecting knowledge resources from loss, obsolescence, unauthorized exposure, unauthorized modification, and erroneous assimilation is
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  crucial for theeffective management of knowledge. Approaches include legal protection, social protection, and technological protection. In establishing sufficient controls to govern the quality of knowledge used in an organization, management needs to consider two dimensions: knowledge validity and knowledge utility. Validity is concerned with accuracy, consistency, and certainty; utility is concerned with clarity, meaning, relevance, and importance. Measurement In its most basic sense, measurement involves the valuation of knowledge resources and processors. It is also a basis for evaluation of leadership, coordination, and control; for identifying and recognizing value-adding activities and resources; for assessing and comparing the execution of knowledge activities; and for evaluating the impacts of an organization's KM on bottom-line performance. Although it is an under-implemented area, measuring knowledge resources or activities and linking them to financial results is feasible. The framework contends that KM initiatives are impacted by whether an organization attempts to measure its knowledge resources and/or performance of its knowledge activities, how it goes about measuring these, and how effective the measures are. Some organizations have already developed and applied indicators of knowledge resources of knowledge activity. Leadership One crucial reason why organizations are unable to effectively leverage knowledge is because of a lack of commitment of top leadership to sharing organizational knowledge or there are too few role models who exhibit the desired behavior. Of the four managerial influences, leadership is primary. In alignment with the organization's purpose and strategy, it establishes enabling conditions for fruitful KM. Coordination, control, and measurement are contributors to establishing these conditions, but there is an additional aspect to fulfilling the leadership mission. This distinguishing characteristic of leadership is that of being a catalyst through such traits as inspiring, mentoring, setting examples, engendering trust and respect, instilling a cohesive and creative culture, listening, learning, teaching, and knowledge sharing. The core competencies for effective leaders of knowledge-intensive organizations are being a catalyst, being a coordinator, exercising control, and being an evaluator. The KM leader creates conditions that allow participants to readily exercise and cultivate their knowledge manipulation skills, to contribute their own individual knowledge resources to the organization's pool of knowledge, and to have easy access to relevant knowledge resources. For ongoing success of KM initiatives, it is necessary to develop leaders at all levels of functionality or accountability. The execution and cultivation of leadership depends on an appreciation of knowledge resources, of knowledge activities, and of the other KM influences. Resource Influences Financial resources put a ceiling on what can be expended on knowledge activities. Increasing the financial resources available for a knowledge activity may affect the efficiency of that
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  activity or thequality of its results. Moreover, financial resource availability may affect the execution of leadership, coordination, control, and measurement. Knowledge manipulation skills of an organization's participants both constrain and facilitate KM. These skills are the essential mechanism for performing the knowledge activities that make up KM episodes. In the case of human participants, these skills are human resources. In case of computer-based participants, these skills are material resources. Human resources also influence KM by enabling or restricting the managerial influences. Knowledge resources strongly influence KM in an organization. As the raw materials for knowledge activities, knowledge resources available in an organization necessarily influence its KM and the resultant learning, projection, and innovation. Some knowledge resources also affect KM by serving as the basis for coordination, control, measurement, and leadership. Major types of organizational knowledge resources include participants' knowledge, artifacts, culture, and strategy. Each can be examined along various attribute dimensions and studied from the standpoint of its influence on KM. Environmental Influences Managerial and resource influences on KM are internal to an organization. Factors external to an organization also affect its KM. The environment influences what knowledge resources should or can be acquired in the course of KM. It influences what knowledge manipulation skills are available. Environmental influences on KM are competition, fashion, markets, technology, time, and the GEPSE (governmental, economic, political, social, and educational) climate. Organizations have little control over environmental influences. As such, they pose constraints on an organization's KM. However, the confluence of environmental influences can also present opportunities for improving KM.