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Knowledge Management Organization and Leadership

This presentation details best practices, approaches, and examples for designing and establishing a Knowledge Management (KM) Leadership Organization.

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Knowledge Management Organization and Leadership

  1. 1. KM LEADERSHIP A Guide to Developing a KM Team February 5, 2020
  2. 2. DEVELOPING A KM LEADERSHIP TEAM KM Leadership Teams all differ depending on the size, maturity, and complexity of the organization, but there are a common elements similar to all KM Leadership Teams. 1 2 3 Team members often incorporate KM-related responsibilities into their current roles, as opposed to KM being their only responsibility. Roles, responsibilities, and time dedicated to KM activities will change over time depending on the KM-related initiatives that are prioritized. A KM Leadership Team is dedicated to designing, developing, executing, and maintaining KM programs, tools, and guidelines for their team, department, or organization.
  3. 3. KM RESPONSIBILITY – TOPICS KM Topics Content Taxonomy Search Social / Collaboration Knowledge Transfer Core Supplementary • Records Management • Change Management Assign responsibility for designing, implementing and maintaining KM initiatives by topic.
  4. 4. KM RESPONSIBILITIES – TECHNOLOGIES KMTechnology Content Management Taxonomy Management Auto-categorization Document Management Records Management Learning Management System Search Assign technical and business owners to each technology within your KM Platform.
  5. 5. KM RESPONSIBILITIES – FUNCTIONS Organizational Functions Education Communications / Marketing Enforcement / Governance Oversight / Guidance Technology Ensure there is KM Leadership at the enterprise and sector level.
  6. 6. ROLES & RESPONSIBILITIES - LEVELING § Align responsibilities at the appropriate level (Topics, Functions, Technologies). § Recognize complexity. § Balance organizational alignment versus individual empowerment. Enterprise Departments Teams Individuals
  7. 7. ORGANIZATIONAL ANALYSIS Conduct an organizational analysis to define current and target KM organizational structure and culture.
  8. 8. KM Manager [Insert Name] Collaboration Lead [Insert Name] Content & Taxonomy Lead [Insert Name] Tech Lead [Insert Name] Records Management [Insert Name] Collaboration Co-Lead [Insert Name] Search & Tech. Co-Lead [Insert Name] Content & Taxonomy Co-Lead [Insert Name] Records Management Co-Lead [Insert Name] • Design collaboration activities • Implement collaboration activities • Monitor collaboration activities • Develop plans for taxonomy design and content strategy • Conduct taxonomy analysis, assessment, design, and validation • Execute content strategy, including content clean-up • Maintain taxonomy and content over time • Elicit and capture requirements • Design prototypes or proofs of concept • Select and customize tools • Roll out MVP • Maintain tools over time • Develop records management framework • Execute records management framework • Evaluate and adjust • Maintain records management framework over time • Provides guidance and support across all KM initiatives • Removes roadblocks hindering the KM Leadership team’s success KM Leadership Team
  9. 9. DIFFERENT MODELS TO CONSIDER Core Team Members Rotating Team Members Business Contributors Executive Council KM Leadership KM System Owners Business Representatives
  10. 10. LEAD OVERVIEW This table outlines the responsibilities, qualifications and required time for all Leads, regardless of their topical area. Responsibilities • Serve as the single point of contact for activities related to a KM initiative • Work closely with the Co-Lead to coordinate project activities • Accept deliverables, iterate, and maintain of the set of capabilities, standards, and/or work products produced by their committee • Engage in weekly stand-ups and monthly check-ins with other topical leads and the KM Manager. • Make initiative-related decisions (after consulting with the KM Manager and team, members as needed) • Ensure that efforts and end products align with the KM vision • Provide stakeholders and team members with ongoing communications regarding initiative- related updates Qualifications • Ability to coordinate and lead a team (recognizing and responding to needs, delegating responsibilities) • Excellent organization and facilitation skills • Familiarity with and/or desire to learn KM Subjects, as well as the ability to explain their value • Willingness to grow into and serve as an expert Required Time • One 1-hour meeting per week with KM Champion and other initiative leads • 2 – 4 hours per week during design and implementation phase • 1 – 2 hours per week during maintenance phase First Last All KM Leads have common responsibilities.
  11. 11. First Last [ Insert Topical Area ] Co-Lead Responsibilities Qualifications Potential Growth Required Time • Take ownership of addressing and completing day-to-day tasks related to their initiative • Coordinate and effectively communicate to the Lead as well as the other Service Desk team members • Ensure all work is completed in an efficient manner • Assist the Lead with scheduling interviews, focus groups and/or workshops • Ability to work on a team • Excellent organization and facilitation skills • Familiarity with and/or desire to learn KM Subjects, as well as the ability to explain their value • Willingness to grow into and serve as an expert • One 1-hour meeting per week • 3 – 5 hours per week during design and implementation phase • 1 – 2 hours per week during maintenance phase • Mastery of KM-related topic, such as taxonomy, enterprise search, or community of practice leadership • Leadership Experience Each Lead should be assigned a Co- Lead for continuity and succession planning.
  12. 12. First Last Responsibilities Qualifications Objective Potential Growth Content & Taxonomy Lead Implement a content and taxonomy strategy that is improves the findability of information • Guide the Project Team in conducting a content inventory and assessment of content quality to inform further clean-up and migration efforts • Support the design of processes to improve the quality of k content • Guide content type definition and templating activities • Develop, item and manager Content Governance standards and best practices • Connect Project Team with sources of content and information (people, processes, systems) • Approve / iterate versions of the taxonomy design and governance plan • Implement and maintain Taxonomy Governance plans. • Review analytics (passive and active) and guide conversations around the suggested changes • Collaborate with Search Lead to develop a search strategy • Experience with information architecture and content strategy design • Experience serving as an administrator for a semantic tool (I.e. SharePoint, Wiki, CMS) • Experience with leading a content governance board • Experience with information architecture and taxonomy design • Experience serving as an administrator for a semantic tool (I.e. PoolParty) • Experience with leading a taxonomy governance board Serve as an enterprise-wide lead in establishing and maintaining content and taxonomy best practices. Content Taxonomy Content Taxonomy
  13. 13. ROLES & RESPONSIBILITIES – BOUNDARIES Do we have the resourcing? Do we have the authority? Assign Develop Hire Ask / Request Do Take / Claim
  15. 15. NEXT STEPS TO CONSIDER Areas of responsibilities depend on the prioritized initiatives: • Core • Supplementary Determine which KM organizational model fits your organization: • Tight vs. Loose governance • Centralized vs. Decentralized • Servant vs. Authoritarian Select people based on: • Their interest in serving in the role • Current expertise and capabilities Design and implement a capabilities assessment to inform your development activities. Learn your KM Team’s preferences for learning and developing in order to improve their ability to serve in their roles. CONDUCT AN ORGANIZATIONAL ANALYSIS PRIORITIZE KM INITIATIVES ASK FOR VOLUNTEERS / ASSIGN ROLES ASSESS KM LEADERSHIP TEAM MEMBER EXPERTISE, EXPERIENCE, AND CAPABILITIES DEVELOP, TRAIN, AND COACH TEAM MEMBERS