Recommended Knowledge Management 3.0 part III: The KM process

One of the major recurring themes this month will be knowledge management.

For those who did not read the previous posts, u can check them here

KM 3.0 part III: The KM process.


The most important part when implementing a knowledge management system is having a well-defined strategy. Strategy, process, technology - knowledge

If you don’t know why you want a KM system or what you want from it, you probably won’t succeed (and probably shouldn’t even try).

Your strategy will influence your process, and your process will influence your choice of technology (and vice versa). The combination of these factors will determine how successful your KM system will be.

Please note that the strategy, process, technology and knowledge may be different for different parts of the organization. Your KM strategy for projects may be different for your KM strategy for various departments and the organization. Each department may also need their own individual KM strategy according to their needs.

Organization, department, project, you Organization, department, project, you Organization, department, project, you

To be continued at

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Agreeing with the WSJ “”Why You Can’t Use Personal Technology at the Office”

Indeed, as an operational manager I always state that my personal productivity will increase with at least 15% in case the rigid use of guidelines and applications of our corporate ICT Guidelines would be loosened.

Found at

Does this sound familiar?

At the office, you’ve got a sluggish computer running aging software, and the email system routinely badgers you to delete messages after you blow through the storage limits set by your IT department. Searching your company’s internal Web site feels like being teleported back to the pre-Google era of irrelevant search results.

At home, though, you zip into the 21st century. You’ve got a slick, late-model computer and an email account with seemingly inexhaustible storage space. And while Web search engines don’t always figure out exactly what you’re looking for, they’re practically clairvoyant compared with your company intranet.

This is the double life many people lead: yesterday’s technology for work, today’s technology for everything else. The past decade has brought awesome innovations to the marketplace—Internet search, the iPhone, Twitter and so on—but consumers, not companies, embrace them first and with the most gusto.

Even more galling, especially to tech-savvy workers, is the nanny-state attitude of employers who block access to Web sites, lock down PCs so users can’t install software and force employees to use clunky programs. Sure, IT departments had legitimate concerns in the past. Employees would blindly open emails from persons unknown or visit shady Web sites, bringing in malicious software that could crash the network. Then there were cost issues: It was a lot cheaper to get one-size-fits-all packages of middling hardware and software than to let people choose what they wanted.

But those arguments are getting weaker all the time.

Read more from

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How Personal Knowledge Management does make sense for me!!

Artist: Pedro Alvarez

Artist: Pedro Alvarez

In various posts on this blog I reflected on various paradoxes with regard to knowledge management. This post collected in the weeks that I wrote about these paradoxes can give you a helping how to master your own personal knowledge management. And being (or becoming) a master in this field, seems to be essential for surviving in a knowledge based world,  more heavily transformed after this depression. And yes indeed, Mr Jarche writing is in lime with the theme of this blog: connect and act (contribute).

Source: posted on by Harold Jarche

We may learn on our own but usually not by ourselves. People learn socially. In looking at how we can make sense of the growing and changing knowledge in our respective professional fields, I see two parallel processes that support each other. One is internally focused, as in “How do I learn this?” and the other is external, as in “Who can help me learn this?”.

We constantly go through a process of looking at bits of information and trying to make sense of them by adding to our existing knowledge or testing out new patterns in our sense-making efforts. The Web has given us more ways to connect with others in our learning but many people only see the information overload aspect of our digital society. Effective learning is the difference between surfing the waves or being drowned by them and PKM (personal knowledge management) can be your customized surfboard.

Here is an internal process based on repeating four activities:

Sort Categorize Make Explicit
Observations& Readings Tag, List, File,Classify Write Look-up as/whenneeded

These can be combined with three external activities:

  1. Connect – with others via various platforms and extend my reach
  2. Exchange – ideas and observations
  3. Contribute – to conversations

Together, these processes look like this:

These internal and external activities are a way of moving from implicit to explicit knowledge by observing, reflecting and then putting tentative thoughts out to our networks.

Looking Inward

One of the important aspects of PKM is triage, or sorting. It’s the ability to separate the important from the useless.

Artist: Pedro Alvarez

Artist: Pedro Alvarez

Unfortunately, what you may view as useless today could be quite important tomorrow. Developing good triage techniques takes time and practice.

Categorizing: Once we’ve found something of interest or value, we will need to categorize it. The big change with the Web is that we no longer have to put one object in one file folder, as we did with a physical object or even on your computer desktop. Today, everything is miscellaneous. Tags are labels that can be attached to digital knowledge objects and an objects can have many labels. That means that we can have as many categories as we want.

Making Explicit: There are many ways of making knowledge explicit. We can talk about it, write about, engage in debate, create a video or even develop a hypothesis. The act of making it explicit provides the discipline necessary to examine our thought processes.

Going Public: Even more powerful than making our knowledge explicit is to make it public. This can start some interesting conversations about things that matter to us. Going public makes our professional knowledge much more personal. It also encourages peer discussions and reinforces the outward looking aspect of personal knowledge management. Web tools to help us go public include micro-blogging; blogs and podcasts.

Retrieval: The importance of retrieval becomes more obvious with the passing of time. As years of sorting, categorizing and making explicit develop into a large amount of information we can begin to see its value. These are our thoughts and ideas but they are connected to the ideas that sparked them and have been reinforced or questioned by our peers. The great benefit of using digital tools and Web platforms is that we can retrieve our knowledge artifacts (or information that has special meaning to us) anytime and anywhere. That’s quite a powerful professional asset.

Looking Outward

No man is an island entire of himself, every man is a piece of the continent, a part of the main …” – John Donne

Connecting: We need to be reading, watching and listening to find out what is happening in our professional fields. There are flows of conversation around us all the time. For those of us with access to the digital surround we have no excuses not to connect. Finding conflicting viewpoints on a subject is as easy as going to Wikipedia and reading the comments on any controversial subject. The variety and depth of our connections are indicators of how seriously we take our sense-making efforts. Who we know helps to improve what we know.

Exchanging: We exchange and note ideas and information all of the time. In the age of print we lent out or gave away books, magazines and newspapers. We exchanged opinions, sometime without knowing it. An empty restaurant on a Saturday night may have indicated that the locals did not think it was any good.

Conversations help us make meaning. The quality of our conversations is affected by the quality of the company we keep. If we seek out interesting people with different ideas we may learn more and broaden our horizons.

A stock exchange is designed to help capital flow and we need to use knowledge exchanges to allow ideas to flow. For centuries, knowledge exchanges were limited to elites but we now have access to world’s largest and most open exchange ever created.

Contributing. Clay Shirky has brought up the concept of a cognitive surplus that is a result of the leisure time that we gained about fifty years ago. As a society we were in a state of shock and did not have the tools to deal with all of this time, so television filled the void. Shirky says that television collectively takes up about 200 billion hours in the US per year. Wikipedia only needed 10 million hours to get to where it is today as the leading online encyclopedia. We are poised to be able to contribute to more Wikipedia-style efforts but many of use just don’t know how. Our institutions have not prepared us to be ongoing contributors to human knowledge, as we have been led to believe that this is the domain of “experts”.

In a connected world it is getting much easier to contribute, whether it be with words, pictures, music, or actions. Not only that, it may be our social responsibility to be contributors to our common knowledge.

How else will we be recognized as professionals in our fields unless we actively contribute to them?

OS = open source
Aggregator BloglinesGoogle Reader SortingCategorizing Connecting
DeliciousDiigo SortingCategorizing

Making Explicit

Micro-blogging TwitterJaiku (OS)


SortingMaking Explicit ConnectingExchanging
Blogging BloggerTypepad

WordPress (OS)

Making Explicit Contributing
Photo-sharing FlickrPhoto Bucket SortingCategorizing

Making Explicit


Elgg (OS)

Making Explicit ExchangingContributing

What I have found out over several years of using PKM methods and tools is that I have been creating a powerful resource. My annotated bookmarks and my blog are the first places I search when I have an article or report to write. My PKM process has given me a digital library brimming with my own sticky notes that I can easily find

Artist: Pedro Alvarez

Artist: Pedro Alvarez

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