Introduction to Knowledge Management

Dr.-Ing. Amalia Suzianti, ST, M.Sc.suzianti@ie.ui.ac.id

Agenda

Definition of Management

Definition of Knowledge Management

Knowledge Management Tools

Definition of Knowledge

Knowledge Management Models

DEFINITION OF MANAGEMENT

What Is Management? Managerial

Concerns Efficiency

“Doing things right” Getting the most

output for the least inputs

Effectiveness “Doing the right

things” Attaining

organizational goals

Effectiveness and Efficiency in Management

Management Functions

Who Are Managers? Manager

Someone who works with and through other people by coordinating and integrating their work activities in order to accomplish organizational goals.

What Do Managers Do? (1) Functional Approach

Planning Defining goals, establishing strategies to achieve

goals, developing plans to integrate and coordinate activities.

Organizing Arranging work to accomplish organizational goals.

Leading Working with and through people to accomplish

goals. Controlling

Monitoring, comparing, and correcting the work.

Management Roles Approach Interpersonal roles

Figurehead, leader, liaison Informational roles

Monitor, disseminator, spokesperson Decisional roles

Disturbance handler, resource allocator, negotiator

Management is not an Administration:

“Management means that you want to improve (and obtaining your goals)

Administration means you do not need to improve”

What Do Managers Do? (2)

What is the Difference? Doing Things Right

Kerjakanlah yang Benar Efficiency

Doing the Right Things Kerjakanlah Hal-hal

yang Benar Pilihlah dan Kerjakanlah

Pekerjaan yang Benar Effectiveness

LeadersAdministrators

Managers

Source: Cooper, 2001a, p. 173

For Better Managing, you need

A body of knowledge about functions, roles,

views/perceptions, solutions etc. or its combinations that

give you more understanding and wisdoms about your problem and situations

Usually a combination of concepts, tools, methods and

example solutions that we could reflect with our own

organizations. This reflection will show us the gap and

focus our managerial effort

A specific techniques and format to obtain, categorized, process and analysis data and

information for a specific purpose. Such as better

understanding, prioritization, and aiding decision making

Staged set activities or process to guide the

managers action. Methodology (methods) could use tools to assist the process

Models

ToolsMethodolog

y

Approaches & Concepts

DEFINITION OF KNOWLEDGE

What is knowledge?

Data

Information

Knowledge

Knowledge is more than data or information.

Difference between data, information,knowledge,wisdom

You’re outside Depok driving to the Cengkareng airport to catch a plane to Surabaya for a meeting in the next morning when you heard a weather forecast by the local radio stations

Data: 10, 20, 50 (this is the data transmitted by the weather stations to weathernews.com). *this website will be accessed by the radio stations

Information: the radio DJ read translation of the data in the weathernews.com: “a weather station 10 km from Cengkareng Airport reports sleet, temperature 20 degree, heavy rain and thunderstorm, wind out of the West at 50 kph”

Knowledge: you know the weather will cause delays or cancellations and you may miss your meeting.

Wisdom: you reserve a seat on the next Argobromo train so you get to your meeting on time.

Data

Information

Knowledge

Data

Information

Knowledge

Knowledge management – what is it?

Taken from the www.wordIQ.com encyclopedia Knowledge is a justified true belief (a

philosophical definition) Knowledge is the awareness and understanding

of facts, truths or information gained in the form of experience or learning.

Management (process) is a process of planning and controlling the performance or execution of any type of activity to achieve organization goals, such as: a project or a process

=> Is knowledge manageable? Can we plan and control performance that aims to better understanding of facts and truth through experiences and learning?

Knowledge management definitions

A process that helps organizations find, select, disseminate, and transfer important information and expertise necessary for activities such as problem solving, dynamic learning, strategic planning and decision making (Gupta et al., 2000)

A process of knowledge creation, validation, presentation, distribution, and application (Bhatt, 2000)

Knowledge management (KM) is associated with the processes for the creation, dissemination, testing, integration, and utilization of knowledge within organizations (wordIQ.com encyclopedia)

Creation of new knowledge, knowledge sharing and diffusion, and tools and methods to promote them (Järvenpää & Mäki, 2001)

a process orientation to coordinate utilization of information, knowledge and expertise

KNOWLEDGE MANAGEMENT MODELS

Model 1: Knowledge Management Frame (Modified from Finerty 1997)

storing

acquisition

creation

distribution/sharing

utilization

OrganizationalKnowledge

technology

structure

organizational

design

measurementleadership

culture

processes

enablers(disablers)

Model 2: Eight Process of Managing Information

1. Creation/acquisitionThe multimedia, some combination of images, video and sound – is either authored from scratch or acquired by some means.

2. ModificationThe multimedia is modified to suit the immediate needs of the client.

3. UseThe information is employed for some useful purpose, which may include being sold and distributed.

4. ArchivingThe information is stored in a form and format that will survive the elements and time, from the perspective of both physical and cultural change.

5. TransferThe information is transferred from one place to another.

6. Translation/repurposingThe information is translated into a form more useful for a second group of users or for a new purpose.

7. AccessLimited access to the translated or original information is provided to users as a function of their position or role in the organization

8. DisposalInformation with no future value is discarded to save space and reduce overhead

• KM has more to do w/ ancient civilizations than with innovation in IT.

• Managing Information throughout the ages, entails a web of eight interrelated processes.

KNOWLEDGE MANAGEMENT TOOLS

KM Tools Content Management Knowledge Taxonomies Groupware Online Communities of Practice Enterprise Portals Social Network Analysis and Design E-Learning Storytelling and Narratives Wireless Tools for Knowledge Mobilization Innovation and Idea Management Tools for knowledge Processes

Search, knowledge portals etc.