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Knowledge management checklist


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Knowledge management checklist This knowledge management checklist explains steps on how to organize business information in your company in order to make it a really effective driver of business development (to reach state of knowledge). The examples are CRM systems that are used to manage corporate information on relationships with customers. With a help of this checklist you will understand the algorithm and means for preparing your corporate data for better systematization, operating, accessing and using.

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Knowledge management metrics:

  • Determine if you already have the finely systematized information (knowledge), or you still have a loose array of information that requires proper systematization?
  • If the status of information is still unclear, then what is the scope of work necessary to reach a finely systematized state of your information (state of knowledge)?
  • What kinds (types) of data will be systematized into a body of knowledge? 
  • How this data could be represented (textual articles, pictures, tables, diagrams, etc)?
  • How frequently the knowledge users are supposed to resort to the cross-informational and cross-documental references?
  • What is the current volume of the available knowledge?
  • How rapidly it supposed to grow?
  • How many people are supposed to use the knowledge?
  • How often the knowledge is expected to be modified and updated?
  • What is the maximal expected data volume that body of knowledge can grow up to?
  • How many functional areas the knowledge covers?
  • What value the knowledge will add to activities users do?
  • Determine what positive effect you plan to get.
  • Determine how you could measure this effect.

Knowledge management roles:

  • Who will use the knowledge?
  • If possible, divide users into groups according to frequency and intensity of the knowledge use.
  • How these users will judge helpfulness and usability of information?
  • Who will extend the body of knowledge with new information?
  • Who will update and modify information?
  • Who will control the knowledge’s compliance in terms of its accuracy?
  • Who will control the knowledge’s compliance in terms of its correctness?
  • Who will administer the entire body of knowledge to reach its best integrity, consistency and accuracy?
  • Who is responsible for knowledge availability and safety?
  • Determine competence and authority necessary for each of the roles to perform their functions.

Knowledge management techniques:

  • What is the best way to communicate required knowledge to its users?
  • What business processes the knowledge will service and support?
  • What is the best way to represent pieces of knowledge to its users?
  • How the body of knowledge will be systematized (determining the knowledge structure), so that users can easily orient and navigate there?
  • Build up a map of knowledge structure’s sections and sub-sections.
  • Prepare and elaborate conception of the knowledge repository.
  • Determine the clear procedures for the main and secondary processes: data systematization, retrieving, adding, updating, deleting and modifying.
  • Determine the organizational skills and infrastructure needed to support knowledge interactions and processes.
  • What kind of data carriers can be used to hold the knowledge pieces? Design documents if required.
  • Determine how the knowledge will be technically stored, shared and communicated?
  • Consider implementing some computer-based technology to transfer knowledge repository into electronic format and to boost up its processes.
  • What kind of documentation will be used to drive its processes (retrieving, adding, updating, deleting and modifying)?
  • Determine processes and ways of data accessing and sharing. Determine ways to limit and control them.

 Knowledge management requirements:

  • What are the security requirements for the information?
  • How many levels of authorization are necessary to screen users?
  • Does each section of knowledge require its own level of authorization?
  • Determine resources (computational, administrative, budget, time-related, etc.) necessary to implement the system and to maintain it.
  • What tools and skills are necessary to perform operations with the knowledge for those who are authorized?
  • What are the procedures of users’ authorization and recognition to let them accessing the data in general and specific terms?

Knowledge management issues to protect against:

  • Unauthorized data accessing (data stealing and espionage) and malevolent modifying.
  • Collapsing of knowledge structure due to ruining its integrity and consistency (modifying and intruding its body disorderly).
  • Inability of legal and authorized access due to technical or administrative obstacles.
  • Physical damaging of knowledge data carriers, channels and storages.


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