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3 Sphere Model for Knowledge Management

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The model allows fast clarification of terms and identification of knowledge management issues. Furthermore, it helps to pinpoint KM related techniques and tools. It puts them into the right perspective and shows where they bring the greatest benefits. This accelerates the understanding when defining outcomes of a knowledge management project.

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3 Sphere Model for Knowledge Management

  1. 1. 1/14 SKMF Roundtable Lausanne Introduction of the 3 Sphere Model for Knowledge Management November 23, 2017 Dr Pavel Kraus AHT intermediation GmbH, Churerstrasse 35, 8808 Pfäffikon, Switzerland www.aht.ch Swiss Knowledge Management Forum skmf.net pavel.kraus@aht.ch Dr Gil Regev Ecole Polytechnique Fédérale de Lausanne (EPFL), School of Computer and Communication Sciences, 1015 Lausanne, Switzerland gil.regev@epfl.ch Itecor, Av. Paul Cérésole 24, cp 568, 1800 Vevey 1, Switzerland g.regev@itecor.com
  2. 2. 2/143 Sphere Model for Knowledge Management Knowledge Sphere Based on: Kraus, P. and Regev G. (2017) Beyond Activities Information Sphere Vapor Liquid Solid Action Sphere Time spanShort LongMedium Knowledge - Information Ratio 1 2 3 5 6 4 4 1 3
  3. 3. 3/14 Background for the 3 Sphere Model for Knowledge Management   Practical experience in knowledge management and process management in: –  Supporting clients building innovative digital business models –  Modeling support processes –  Introducing more creative methods into classical development work (RED)   Publication and conference paper at 18th International Working Conference on Business Process Modeling, Development and Support (BPMDS)   Creation of a new model and a new framework for usage of Knowledge Management tools Published at BPMDS, Essen 2017
  4. 4. 4/14 Usage of the 3 Sphere Model   The model allows fast clarification of terms and identification of knowledge management issues.   It helps to pinpoint KM related techniques and tools and puts them into the right perspective and shows where they bring the greatest benefits.   This accelerates the understanding when defining outcomes of a knowledge management project.
  5. 5. 5/14 Underlying assumptions and definitions   Knowledge is a familiarity, awareness, or understanding of someone or something (Wikipedia). It is always bound to people (Probst, Raub, Romhardt; D-A-CH Wissensmanagement Glossar).   For this model we use the term knowledge as what people know in their heads at a given moment.   Information is that which informs. Information's existence is not necessarily coupled to an observer, while in the case of knowledge, the information requires a cognitive observer (Wikipedia).   For this model we use the term information mainly as documented knowledge or recorded knowledge expression such as conversation.
  6. 6. 6/14 Description of the model - The 3 Sphere Model has two axes:   The first one depicts the transition between knowledge and information. On top there is 100% knowledge, i.e. no recording or note taking has been done.   On the bottom only information exists and knowledge has been forgotten. This transition can be also described as the three vapor, liquid and solid states.   The second axis depicts the time span in which knowledge or information exists. This also refers to the usage of techniques and tools, which deal with knowledge or information. Vapor Liquid Solid Time spanShort LongMedium Knowledge - Information Ratio
  7. 7. 7/14 Roundtable Assignment – No. 1   Situation –  You facilitate a series of workshops with very busy department leaders – they are your clients –  The series runs for one year and you prepare a workshop every two months –  Each workshop runs for about 4 hours –  You can use knowledge management tools and methods of your choice without restrictions during or in-between the workshops –  These managers do not have any time for preparation and usually do not read anything before the workshop or in-between the workshops –  They expect a smooth continuation of each workshop building on all knowledge from previous ones.   Your tasks (30 minutes) –  Discuss the optimal way to deal with knowledge and information throughout this year in order to meet the expectations of your clients –  Take any KM tool or method into consideration that might prove helpful –  Prepare a picture / process flow / presentation how you want to fulfill this task –  Make a 5 – 7 mins presentation
  8. 8. 8/14 BPMDS 2017 Beyond Activities: Business Process Models from a Knowledge Management Perspective Lessons learned from practice paper Dr Pavel Kraus AHT intermediation GmbH, Churerstrasse 35, 8808 Pfäffikon, Switzerland www.aht.ch Swiss Knowledge Management Forum skmf.net pavel.kraus@aht.ch Dr Gil Regev Ecole Polytechnique Fédérale de Lausanne (EPFL), School of Computer and Communication Sciences, 1015 Lausanne, Switzerland gil.regev@epfl.ch Itecor, Av. Paul Cérésole 24, cp 568, 1800 Vevey 1, Switzerland g.regev@itecor.com
  9. 9. 9/14 Classical challenge in innovation workshops Too much detail How to get the big picture? BPM: Describing activities and their relationships Big picture: value proposition, customer types, right timing, type of profit generation. Abstraction
  10. 10. 10/14 Goal and Approach   Developing a set of methods that help business leaders to –  Break out of their existing thought patterns –  Embrace a view on a bigger whole –  Get fast into flow of thinking, i.e. the workshop mode, after a longer break   Approach most effective by applying «Knowledge Management Techniques» –  Preparation to ensure rich context and high quality information –  Information notation fast and superficial during personal interaction –  Audio or video recording –  Between workshops emphasis on transcribing, editing, visualizing, reflecting and modeling   The goal was to produce high quality business process information for the next round: be ready for fast workshop inception / start-up   Tools
  11. 11. 11/14 Time aspect in managing knowledge and information Source: Kraus, P. and Regev G. (2017) Beyond Activities Time span Conversation techniques Serious game techniques Media consumption Information Knowledge Fish bowl type techniques Transcripts + visualization minutes few hours days weeks months Intermittent silence + dialogues Information rearranging, filtering and modeling Information repositories Knowledge ‒ Information Ratio up to one day
  12. 12. 12/14 Lessons learned and conclusions: Shifting the view from just activities to the final outcome   Practical experience showed –  Importance of orchestration and choreography in the usage of the various tools and techniques –  Critical time dependency: each technique and tool works best in a specific time span –  Sensitive and time dependent interplay between knowledge work and the information capturing –  High importance of value modeling and business process modeling techniques –  Shift from activities to the final outcome and value
  13. 13. 13/14 Time aspect in managing knowledge and information Source: Kraus, P. and Regev G. (2017) Beyond Activities Time span Conversation techniques Serious game techniques Media consumption Information Knowledge Fish bowl type techniques Transcripts + visualization minutes few hours days weeks months Intermittent silence + dialogues Information rearranging, filtering and modeling Information repositories Knowledge ‒ Information Ratio up to one day Expectation mismatch People are looking for remedy of issues caused through inadequately dealing with knowledge through technological solutions
  14. 14. 14/14 Based on: Kraus, P. and Regev G. (2017) Beyond Activities Knowledge Sphere Information Sphere Vapor Liquid Solid Action Sphere Time spanShort LongMedium Knowledge - Information Ratio 1 2 3 5 6 4 4 1 3 Development of the 3 Sphere Model for Knowledge Management   The BPMDS paper has laid the foundation of the 3 Sphere Model   The model is a simplified version of the graph depicting the knowledge management tools and their effectiveness at the right time span   The model can be used to accelerate knowledge management projects and give them the right direction   The model is currently under further development by the SKMF community

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