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Topics: Communications Management, Organizational Project Management, PMO
Knowledge Management Systems
What system do you use in your organization for Knowledge Management / Sharing among all employees ? And how important is this for you as an employee (i.e. Does it add value to you as an employee?)
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There are different systems that we use for knowledge management and each depends on the level of interaction
1. sharepoint based system for collaborating at project level
2. self-developed system which introduces the concept of lessons learned which can be sued by PM's and PMO to ensure the knowledge is shared. This system mainly helps the PM's of new projects to identify the risks that would have happened in the past and how it has been mitigated.
3. A central system, which acts as a knowledge repository (process, methodology, training, how to). there are wiki's and forums in place, where anyone related to project management can raise questions and so on

As an employee (depends on your role) it certainly adds value. However it is essential to set this in the right way. Have seen knowledge management systems fail in the past, the main reason being management support and identifying the actual needs of the system (a Charter)
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1 reply by Rami Kaibni
Jan 04, 2016 12:06 PM
Rami Kaibni
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Kiran, thanks a lot for your valuable feedback. Yes, we used to have the same systems where I used to work before and I personally think it adds lots of value.
Jan 04, 2016 9:19 AM
Replying to Kiran Kumar
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There are different systems that we use for knowledge management and each depends on the level of interaction
1. sharepoint based system for collaborating at project level
2. self-developed system which introduces the concept of lessons learned which can be sued by PM's and PMO to ensure the knowledge is shared. This system mainly helps the PM's of new projects to identify the risks that would have happened in the past and how it has been mitigated.
3. A central system, which acts as a knowledge repository (process, methodology, training, how to). there are wiki's and forums in place, where anyone related to project management can raise questions and so on

As an employee (depends on your role) it certainly adds value. However it is essential to set this in the right way. Have seen knowledge management systems fail in the past, the main reason being management support and identifying the actual needs of the system (a Charter)
Kiran, thanks a lot for your valuable feedback. Yes, we used to have the same systems where I used to work before and I personally think it adds lots of value.
SharePoint based knowledge management system is very common and useful.
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1 reply by Rami Kaibni
Jan 04, 2016 4:15 PM
Rami Kaibni
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Thanks for your input Yasir, I agree SharePoint is very useful.
Jan 04, 2016 3:49 PM
Replying to Yasir Masood
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SharePoint based knowledge management system is very common and useful.
Thanks for your input Yasir, I agree SharePoint is very useful.
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1 reply by Yasir Masood
Jan 04, 2016 5:00 PM
Yasir Masood
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You are welcome!
Jan 04, 2016 4:15 PM
Replying to Rami Kaibni
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Thanks for your input Yasir, I agree SharePoint is very useful.
You are welcome!
We have document libraries in sharepoint, which works reasonably well, but requires training and adherence to the system.

For personal and volunteer projects, I use a shared folder on a google drive, and I use google docs, which allows for collaboration on the documents (even live).

In either case, we have a naming convention and in sharepoint, metadata requirements. For the google drive, I use a similar naming convention, and ask that people select titles that are truly descriptive. The convention is to start with the year, then the month, then the day, then the article or document descriptive name, eg: "2016-01-04_Knowledge_Management_Naming_Conventions."
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1 reply by Rami Kaibni
Jan 05, 2016 12:51 AM
Rami Kaibni
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Thanks Michael, appreciate your feedback. I understand that this system you are using requires lots of manual tailoring and folders creation, is my understanding correct ?
SharePoint enterprise portal can do these jobs very well. It is centralized, integrated with your active directory domain system if you're on Microsoft platform, provides collaboration and works fine with your ms office system. You could use it as knowledge repository as well, not just limited to these mentioned here...

Yes, knowledge sharing is one of the best practices in an organization. That would help overcome many know issues, arrive at a collective solution/ feedback, helps increase productivity of employees and so on...
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1 reply by Rami Kaibni
Jan 05, 2016 12:52 AM
Rami Kaibni
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Absolutely Sandilyan, thanks for your opinion, much appreciated.
Jan 04, 2016 6:19 PM
Replying to Michael Adams
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We have document libraries in sharepoint, which works reasonably well, but requires training and adherence to the system.

For personal and volunteer projects, I use a shared folder on a google drive, and I use google docs, which allows for collaboration on the documents (even live).

In either case, we have a naming convention and in sharepoint, metadata requirements. For the google drive, I use a similar naming convention, and ask that people select titles that are truly descriptive. The convention is to start with the year, then the month, then the day, then the article or document descriptive name, eg: "2016-01-04_Knowledge_Management_Naming_Conventions."
Thanks Michael, appreciate your feedback. I understand that this system you are using requires lots of manual tailoring and folders creation, is my understanding correct ?
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1 reply by Michael Adams
Jan 05, 2016 11:17 AM
Michael Adams
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Well it depends on which method.

For SharePoint, this isn't necessary, however, you do have to create metadata categories for the types of documents you'll have. When a user adds a document to the library, they will have to assign it the correct metadata headers. This allows all documents to be in one folder, but they can be sorted using metadata filters.

In terms of google drive, this does require pre-defining a folder structure, and maintenance on that. In any case, you won't get away from having to plan your taxonomy of documents and data. That is necessary, and creating the structure for the information storage will also be manual, and it will require maintenance.

I find that when people don't use the folder structure on my volunteer projects, it is easiest to set an appointment with them, where we can review the folder structure and functionality that is available to them. Same is true with SharePoint. If this becomes cumbersome, it may be worth creating a role, whose responsibility it is to ensure the tool/s are being used properly. This role has to be filled by someone who is customer service oriented, and can be both professional and personable while training people how to use the tools.
Jan 04, 2016 10:25 PM
Replying to Sandilyan Ramadoss
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SharePoint enterprise portal can do these jobs very well. It is centralized, integrated with your active directory domain system if you're on Microsoft platform, provides collaboration and works fine with your ms office system. You could use it as knowledge repository as well, not just limited to these mentioned here...

Yes, knowledge sharing is one of the best practices in an organization. That would help overcome many know issues, arrive at a collective solution/ feedback, helps increase productivity of employees and so on...
Absolutely Sandilyan, thanks for your opinion, much appreciated.
Thank you all for your input - It is very valuable.

I used to work for an international company operating in 50 countries. We had a department in our head office called Knowledge Management and we had something in between Facebook and LinkedIn limited to the company where all company employees can login, create their profile and see everything going on in the company, all lessons learned divided per discipline, all memorandum, method statements - Literally everything. It was fantastic.
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