This presentation outlines -:
- A methodology on how to create a participative model for sharing and consuming knowledge and learning resources within your organization using SharePoint as an infrastructure
- An implementation focused reference framework for tools and navigation systems that would provide the basis for democratizing knowledge sharing and consumption
Optimus BT Insights | SharePoint Knowledge Management
Human Factors of XR: Using Human Factors to Design XR Systems
Pervasive knowledge management & learning with SharePoint
1. Creating a Culture of
Pervasive Knowledge Management
and Learning with SharePoint
2. Setting up the Context…
What we are discussing today …
A methodology on how to create a participative model for sharing and consuming
knowledge and learning resources within your organization using SharePoint as an
infrastructure
An implementation focused reference framework for tools and navigation systems that
would provide the basis for democratizing knowledge sharing and consumption
3. 1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations
2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution
3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations
4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions
5. Cultural Issues and Adoption – Some Thoughts .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations
6. Getting Started!
The next steps
4. The Current KM and Learning Organization
Organization Top down approach for knowledge and
Intelligence Learning, Vision, Strategy, Intelligence
learning management
Culture, Flexibility, Enablement
(Select set of Management Veterans and Identify competency based on the Identification, decisions and approvals
are made by a select set of people and
Identify, Select and recruit experts visionaries who make the decisions and immediate and future needs
Setup knowledge and learning goals and drive to results) Create expert groups for research
objectives
Review, approval and formalization
and competency building
Review, approval and formalization
driven down to the projects, individuals
Top down Approach and teams through professionals and
experts
Experts & Learning Groups &
Lack of a participative approach for
Professionals Commitees
Subject Matter Expertise, formal Focused interests, Topic centered knowledge management and learning
knowledge contribution, best knowledge & Learning group
practices development, focused dynamics, Continual knowledge Lack of feedback mechanisms to
learning contribution association
Gathering and Formalization capture real time experiences and
Intra and Inter group
of Knowledge Discovery and
Lessons Learnt
collaboration and knowledge
sharing
informal knowledge gained by
Feedback?
Formal Knowledge transfer and individuals, projects and teams
learning through courses, formal Feedback?
meetings, training sessions etc. Feedback? knowledge transfer occurs at the project
Projects Teams / overall topic level, but is unable to do
Individual the same when it comes to knowledge
Dynamic formation, limited Shared Goals, Synergy, Shared
lifetime, Ad-Hoc Knowledge and Vision, Culture, Team Dynamics,
Formal Experience, skill, tacit Formal
learning, driven by formal
processes Participation knowledge, learning capacity Participation
Conflicts, Resolutions etc.
and learning at specific task level details
etc.
Does not help identify “Informal”
Formal Project Collaboration
driven by Processes
Formal Team Collaboration
Driven by Processes experts and capture and share
knowledge contributed by these experts
5. The Process Issues Sequential set of Formal Activities
Identify / Strategy Create / Source Formalize Organize Distribute Consume
Analyze the current needs Form focused committees Review meetings, Taxonomy and metadata Submission to the Ad-Hoc consumption of
based on competency feedbacks and updates definitions and application Knowledge management information on a need to
Formal research
gaps, skill set gaps, and learning portals know basis
processes, Interviews and Additional research and Decisions and approvals
knowledge and learning
meetings to gather interviews to drive on categorization, target Sending of notifications Access the knowledge and
gaps
intelligence towards completion audiences, roles, functions and emails to identified learning portal via search
Setup the goals, strategy etc. of the knowledge and set of users on the and limited tools
Group collaboration and Finalize on the knowledge
and approach for filling up learning artifacts availability of the
knowledge sharing and learning plan and
the gaps in terms of knowledge and learning
artifacts Reviews, group
knowledge and learning Creation of drafts and artifacts
discussions, finalization
prototypes Final approvals
Feasibility studies and approvals Knowledge sharing
Submission for reviews through formal classroom
Identify experts and
and approvals exercises, training sessions
professionals
communicate the goals
and objectives
Issues / Gaps Issues / Gaps Issues / Gaps Issues / Gaps Issues / Gaps
The identification is done Majority of the Standard taxonomies created / defined around the Does not involve anything Users think of consuming
based on the needs of information that is artifacts – which is useful, but forces the users to beyond the KM and information on a ad-hoc
business continuity at an created / sourced is remember the taxonomy structure definitions in order to learning portal and basis – only when they
overall organizational level formal in nature easily access the information probably some email realize that they need
notifications help, or have a mental
Does not consider, and is Does not consider as Does not provide the flexibility to the end user to define
block when they carry out
disconnected from the much from the real-time their own meaningful metadata around the artifacts –
their day to day activities
knowledge and learning experiences, knowledge creating a disconnect and reducing the utilization and
gaps that exist in the day around the neighboring consumption of the artifact in a timely and useful A separate activity that is
to day of the organization areas and point solutions manner disconnected from the
day to day of the users
Experts involved may not
be connected to the real “Context” is not provided
life scenarios due to the by the systems to the
nature of their jobs and users
may reduce the usefulness
No mechanisms for
of the artifacts created
providing feedbacks /
informal communications
6. 1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations
2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution
3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations
4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions
5. Cultural Issues and Adoption – Some Thoughts .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations
6. Getting Started!
The next steps
7. The Emerging Needs and Trends
Features Current Needs & Trends
Objectives Centrally store and manage Centrally store and manage knowledge and learning artifacts
knowledge and learning Enable users to easily capture, contribute, disseminate and
artifacts utilize knowledge and learning artifacts to solve problems and
gain knowledge
Command and Control Pervasive - Expanding the scope of knowledge management
beyond “business critical” to “day to day” support and “just in
time” availability
Drivers “Information” retention Enterprise Knowledge retention
Standardization and Flat Organizational Structures
formalization of Knowledge Reducing the Enterprise learning curve
Management and Learning Knowledge and learning for productivity and efficiency
Processes Bridging the gap between knowledge management and
learning
Skills identification, utilization and competency development
Targeting the Gen Y users who are more accustomed to the
latest technological trends like Web 2.0
Integration of Enterprise 2.0 in the organizations vision, mission
and strategy to build a competent organization, ahead of the
curve in terms of competition
Knowledge Management Formal and structured Social, Collaborative and Contextual
& Learning Culture
8. The Emerging Needs and Trends
Features Current Needs & Trends
Knowledge & Learning • Utilize Standard taxonomies • Free flowing taxonomies integrated with the standard
Content Management and • Unidirectional – from top down to taxonomies
Delivery the bottom • Multi directional – Top to bottom, bottom to top and peer
to peer in a asynchronous fashion
Knowledge Sharing & • Class rooms, training sessions, • Informal, self service, collaboration, dialog and conversation
Learning meetings and word to mouth based knowledge sharing and learning
Knowledge Management • Trainers, Subject Matter Experts • Mentors, Coaches, Technology and Process Enablers, SMEs
& Learning Roles and Facilitators
Knowledge and Learning • Brochures, catalogs, online and • Frameworks and tools embedded and integrated within the
Enablement offline course material, emails, tools various work / knowledge and learning related portals that
that are part of the formal are capable of capturing tacit and spontaneous information,
knowledge management and structure information based on standard and user driven
learning management solutions taxonomies and contextually bubble up the artifacts – based
on the profile, preferences, interests, topics, skills and roles
of the users
Systems and Solutions • Multiple, Disparate systems and • Integration of Knowledge management and learning within
solutions to take care of knowledge your everyday apps - No new systems
and learning functions • Platform, solution or a framework with tools and applications
• Implemented based on the ad-hoc capable of capturing and delivering knowledge and learning
knowledge and learning needs of artifacts from existing systems, internet or multiple other
various departments, teams and sources
business functions of the
organization
9. 1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations
2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution
3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations
4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions
5. Cultural Issues and Adoption – Some Thoughts .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations
6. Getting Started!
The next steps
10. Introducing the Pervasive Process…
Participants include anybody and everybody in the
organization who has a knowledge and learning artifact
to Share
Use of standard as well as free flow taxonomy
Contextual tools integrated within the day to day work
and folksonomies to categorize information as
systems capable of capturing and storing information
part of the submission process which will allow
centrally
the system to automatically bubble up
Sharing of informal and tacit knowledge and information through tools in context of the
experiences that spontaneously arise in context of project, topic or an issue that the user is
everyday work, research and other activities focused on
Create / Source Formalize / Organize
Better intelligence The Pervasive Integration of the formal
gathered by the Bubble up of knowledge and learning artifacts learning and knowledge
management and expert
Natural ways of consumption and
collaboration with peers / experts and teams
Approach in a contextual fashion based on the user’s artifacts into the pervasive
teams helping them to for better learning profile and other metadata artifacts environment to make
identify the most critical Omnipresent and ready to consume through available anything and
and used information and Providing informed feedback leading to everything that is of value for
e
tools integrated within the day to day work
nc
completely formalize the refinement of the knowledge artifact in a active distribution,
systems of the user
ige
knowledge and learning pervasive manner consumption and learning
Int
ell
processes
Collaboration / Learning / Feedback Contextual Distribution / Consumption eg
rat
Int
i on
Identify / Strategy Create / Source Formalize Organize Distribute Consume
The Traditional Approach
11. The Pervasive KM and Learning Organization
Projects Project
Individual Dynamic formation, Sites Experts &
My Site
Experience, skill,
limited lifetime, Ad- KM & Learning Professionals
KM & Hoc Knowledge and Learning Subject Matter Expertise,
tacit knowledge,
learning capacity
Learning
Tools
learning, driven by Tools formal knowledge Is there a need to build a
new solution to foster
formal processes contribution, best practices
etc.
development, focused
learning contribution
pervasive KM and
Learning?
Learning and
KM Portals
The Pervasive Knowledge Management & Learning Framework KM &
Learning
Our approach is to use the
Web 2.0 Taxonomy Search Templates Tools same systems that you already
KM & Social
have, but extend the systems
Knowledge & Learning
Learning
Tools
Contextual
Infrastructure Artifact Repository with a framework of contextual
Team
tools, profile extensions and
Sites make these tools available to
Groups the users “in context” of their
Team KM &
Learning
Organization Focused interests, Topic day to day work systems
Shared Goals, Synergy, Tools centered knowledge &
Learning, Vision, KM &
Shared Vision, Culture, Learning group
Intranet Strategy, Culture, Learning
Team Dynamics, Tools dynamics, Continual
Flexibility,
Conflicts, Resolutions Community knowledge association -
Enablement Sites
etc.
12.
13.
14.
15.
16.
17.
18.
19.
20. 1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations
2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution
3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations
4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions
5. Cultural Issues and Adoption – Some Thoughts .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations
6. Getting Started!
The next steps
21. Does/Did Your Organization
Deploy SharePoint in a
Production Capacity?
Source: AIIM State of the Market –
Microsoft SharePoint
Indicate the Scope and Level
of Use of the SharePoint
Applications in Your
Organization
Source: AIIM State of the Market –
Microsoft SharePoint
22. Approximately How Many Users Access
SharePoint In your Organization?
Source: AIIM State of the Market – Microsoft SharePoint
Approximately How Many SharePoint Sites
are Deployed Within Your Organization?
Source: AIIM State of the Market – Microsoft SharePoint
23. Rank the Degree to Which Your
Organization Uses the Following
SharePoint Functionality
Source: AIIM State of the Market – Microsoft
SharePoint
Indicate the Level to Which
SharePoint is Used in the
Following Business Processes
Source: AIIM State of the Market – Microsoft
SharePoint
24. Which collaboration
platform do you use
MOST for team/project
sites?
Source: AIIM industry watch –
Collaboration and Enterprise
2.0
Do You or Are You Likely to Use
SharePoint to Create, Manage and
Store the Following Types of
Business Content?
Source: AIIM State of the Market – Microsoft
SharePoint
25. Collaboration
Communities
Microsoft SharePoint helps
Contextual
Information
Extensible your organization to fill in the
Search
Delivery
gaps that exist in
General
collaboration, information
Dashboards
Employees Mashup Apps
and Web 2.0 and Reporting
Business Critical
Systems
utilization and management,
knowledge management and
Executive Microsoft
Microsoft Office
process automation among
Business Users
Personalization
SharePoint
SharePoint Server Workflow and Profile Stores others.
and Choice 2007 Forms
Automation
Departmental
SharePoint can be the one
Application
Users Databases platform that can help bring
Content and Business together content, data,
Metadata Mgmt Solutions
Customers, SAAS processes, knowledge and
Partners. Etc. Providers
people in a centralized fashion
Document
Web Enabled
Applications
– helping improve the
Managment
Rich Media organizational productivity and
Experience
efficiency
26. Audiences
The Pervasive Knowledge Management and Learning
Framework
Informal Formal
Framework Tools that integrate with the existing portal infrastructure
Individuals My Sites
Blogs, Wikis & Bubble up of
Discussions Information
Integration to deliver formal
knowledge and learning
Contextual
Knowledge & elements from existing systems
Information
Teams Team Sites Learning Networks
Aggregation Web 2.0
Expert and Topic Pervasive Knowledge Management
Tracking Tools
and Learning Artifact Repository
Groups Communities Activity Streams Lists, Libraries and Pages for
Best Practices, Documents,
Embedded Presentations, Videos, FAQs, Quizzes,
Authoring and Surveys, Research Papers, Links, tests,
Publishing tools Whitepapers, Course Catalogs, Learning
Projects Project Sites Social Resources etc.
Collaboration,
Networking
Experts & Taxonomy Search Collaboration Social Infrastructure
Knowledge Mgmt
Learning & Learning Portal
Professional Taxonomy definitions and Faceted mechanisms that Site Templates, Profile management,
metadata stores allow for experts, people, workspaces, peer review expert tracker,
documents, content, workflows, information community templates
learning and knowledge sharing
artifacts using the
taxonomy and metadata
Enterprise infrastructure
Organization Intranet
Governance and Reporting Infrastructure
27. 1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations
2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution
3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations
4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions
5. Cultural Issues and Adoption – Some Thoughts .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations
6. Getting Started!
The next steps
28. Cultural Issues and Adoption – Some Thoughts.
Let’s try to address the cultural issues and adoption concerns by taking the example of a informal and pervasive
knowledge, information sharing and collaboration platform – The Internet
What does the internet provide that makes it a popular, indispensable platform?
The internet is a vast collection of various, ready to use online tools that can be accessed by the users any time, any where
in context of their knowledge and learning requirements – this is what makes the internet a Pervasive Platform
Users are presented with the tools to post, share and consume information, as well as collaborate with experts around the
globe without any compulsion, obligation or force –Despite this, Users are naturally motivated to post, share,
consume and collaborate
Blogs and forums allow users to post ideas and opinions, involve professionals as well as informal experts in the
conversations and create focused communities around specific topics and interest areas – Users will gain a wider
knowledge on topic and around the topic, foster communities and quickly get recognized as an expert based on
the contribution, quality of the conversations and thought leadership put forward.
Facebook and LinkedIn type of applications provide the tools that are able to make almost informed assumptions by
utilizing the taxonomy and metadata of the user’s profile and bubble up the most relevant contacts, groups and other
suggestions – Users will be readily presented with a set of informed options, which the user can choose to do
something with and always discover new connections without much efforts
Search engines like Google are widely used by users to get just in time information and knowledge around their day to
day work – Productivity and efficiency can be greatly improved if these tools are integrated within the users work
applications systems
29. Cultural Issues and Adoption – Some Thoughts.
Our Recommendations…
Focus on creating a pervasive environment within your organization
Transform your view of looking at knowledge management and learning from only a process focused standpoint to
more of a free flowing, informal and naturally evolving activity
Focus on enabling the users with the right set of tools and providing them in the right places
Analyze what the “Context” is for the various types of users in your organization and strategize and plan on what
types of tools are required and how you can integrate it within the day to day work systems of the users and other
factors like ease of use of the tools
Replicate the best of tools and applications on the internet in the context of your organization
Some of the best and widely used tools include search, social and professional networks, blogs and forums among
others that can be easily replicated in context of your organization. You can also look at other tools like youtube,
slideshare, scribd, digg, etc. among others and how these types of tools can best benefit your organization’s
knowledge management and learning objectives
Analyze and identify the incentives and benefits for users to proactively use the tools
Some of the incentives that can be thought about and demonstrated can be – recognition, quick adoption and
learning, improving work-life balance, improved productivity
30. 1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations
2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution
3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations
4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions
5. Cultural Issues and Adoption – Some Thoughts .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations
6. Getting Started!
The next steps
31. Getting Started!
Analyze your organizations needs in terms of pervasive knowledge management and
learning
What are the challenges your organization faces today in terms of Knowledge
Management & Learning?
How do you deliver Knowledge Management artifacts to your community and how
can social technologies help?
What objectives are paramount to your organization in terms of Knowledge
Management and Learning?
Which Web 2.0 Technologies do you use and would need to be part of the Social
Collaboration and Sharing framework in your organization?
How do you intend to use SharePoint in your organization and what is the roadmap ?
Develop a Strategy for Pervasive KM & Learning for your organization
Build the framework and tools necessary to support the strategy
32. Thank You
Optimus BT,
2550 Northwinds Parkway,
Suite 140, Alpharetta GA 30009, USA
Phone: (770) 569 1240
Fax: (770) 569 1242
Email: info@optimusbt.com
Web: www.optimusbt.com
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