An introduction to law firm knowledge management by Connie Crosby and Stephanie Barnes, presented at lawTechCamp 2012 in Toronto on May 12, 2012.
Slide 14 (the Knowledge Management Technology graph) is further discussed here: http://www.slaw.ca/2012/06/11/km-101-more-on-technology-complexity/
business environment micro environment macro environment.pptx
Law Firm Knowledge Management, An Introduction
1. An Introduction to
Knowledge Management
for Law Firms
LawTech Camp 2012
May 12, 2012
Connie Crosby, Crosby Group Consulting
Stephanie Barnes, Missing Puzzle Piece Consulting
2. Connie Crosby
• Consultant in KM, IM, library
management and social media
• Law Librarian with MLS from
University of Toronto
• Information Management
certificate from U of T
• 10 years as Library Manager &
webmaster at prominent Toronto
law firm
• Instructor at iSchool
Institute, Faculty of
Information, U of T
• Core contributor to Slaw.ca
3. Stephanie Barnes
• Accountant and IT Management
by education
• KM consultant by choice
• Chief Chaos Organizer at Missing
Puzzle Piece Consulting, Knoco
franchisee
• 4 yrs KM at HP
• 8+ yrs as consultant to a variety
of companies including
BMO, HSFO, Kodak, HP, Zenon
Environmental, OSC, CIBC, ENEC
• Based in Toronto
4. What is Knowledge Management?
Connecting people to the
knowledge they need to do their
jobs, whether that knowledge is
tacit (in people’s heads) or explicit
(documented).
5. Some Benefits of KM
• Better organization
Helping partners, associates and
assistants get their hands on the
right documents and information
when they are needed.
6. Some Benefits of KM
• Better organization
• Better use of knowledge assets
Make better use of internally developed
knowledge assets such as
precedents, letters, research
memoranda, and filings.
7. Some Benefits of KM
• Better organization
• Better use of knowledge assets
• Knowledge sharing
Be prepared for a partner or associate
leaving the firm. Help lawyers share
what will be needed to continue the
firm’s business.
8. Some Benefits of KM
• Better organization
• Better use of knowledge assets
• Knowledge sharing
• Improved learning
Use “Lessons Learned” techniques
as you work; make assessments
and continually improve processes
for better client service.
9. Explicit Knowledge
(documented knowledge)
• Business plans
• Client lists
• Work product
(letters, factums, agr
eements)
• Forms and
Precedents
• Meeting minutes
• Blogs/wikis
Based on a slide by Steven Lastres
10. Tacit Knowledge
(knowledge in individuals’ heads)
• Social networks
• In-house training
• Mentoring
• Communities of
Practice / Practice
groups
• Matter summaries
Based on a slide by Steven Lastres
11. Knowledge Flow
People to Knowledge Repository
•Sharing, e.g. Communities of •Knowledge artefact
Practice, mentoring, expertise creation, e.g.
location documentation, lessons
learned
People
Communicating Collecting
from
Accessing Organizing
Knowledge •Learning, e.g. on-the-job •Systematizing concepts, e.g.
Repository training, lessons learned, peer
assists, searching
meta-data, taxonomies
Based on Nonaka and Takeuchi, “The Knowledge Creating Company,”
p62
22. Documented Knowledge
Lifecycle Process
•Collaboration
Storage •Distribution
Manage •Removing documents and
•Workflow •Collaboration related metadata from the
•Authentication/Approval •Location •Retrieval •Review active repository
•Filing •Re-use •Report •Stored in a separate area in
•taxonomy a future readable format
•metadata
•Access control
Create/Capture Use/Retrieve Archive/Delete
25. Case Study: Hicks Morley
KM Technology KM Results, if known
Implementation
Wiki-based Successful User acceptance of the platform because they ran a pilot
CMS with a simple wiki in a small early adopter group to gather
ThoughtFarmer requirements, and had a senior partner champion.
Description:
Under-utlized HTML-based intranet was replaced with a wiki-based content management system.
A pilot with some inexpensive wiki software with a small practice group produced good early
results and allowed for requirements gathering. ThoughtFarmer met the requirements. New
Intranet was launched firm-wide within 6 months from start of pilot to full implementation.
Since the launch of ThoughtFarmer, a social enterprise layer including profiles and tagging has
been implemented. Early success came in the form of a senior partner who, previously sceptical,
found immediate value in the new system and went on to promote use of the new platform
within the firm. Documents and content are being added by members of the firm from all levels.
The Knowledge Management team review content to ensure metadata is correctly in place. New
features are being added as more needs are being identified.
25
26. Learn more
Aligning People, Process and
Technology in Knowledge
Management
By Stephanie Barnes
Ark Group report, 2011
27. Learn more
Knowledge Workers Toronto
monthly meetup group
1. - Methods:
http://toronto.methods.knowledgeworkers.org/
2. - Technology:
http://toronto.technology.knowledgeworkers.org/
28. Learn More
• Ted Tjaden - http://www.slaw.ca/author/tjaden/
• Heather Colman- http://www.llrx.com/authors/1155
• Patrick DiDomenico - http://lawyerkm.com/
• Mary Abraham - http://aboveandbeyondkm.com/
• Tom Baldwin - http://kmpipeline.blogspot.ca/
• David Hobbie - http://caselines.blogspot.ca/
• Nick Milton (Knoco) - http://www.nickmilton.com/
• ILTA KM - http://km.iltanet.org/
• 3 Geeks and a Law Blog -
http://www.geeklawblog.com/search/label/KM
29. Thank you
Law Firm KM
LawFirmKM.com
Connie Crosby
connie@lawfirmkm.com
416-919-6719
Stephanie Barnes
stephanie@lawfirmkm.com
416-522-5126
Editor's Notes
The key to success with technology is taking a balanced approach, considering people, process, and technology. By understanding people, and processes, the appropriate supporting technology can be selected and implemented.
There are many types of technologies as you can see from the above that diagram and a lot of them overlap which makes it difficult sometimes to pick the right one. For this reason, it’s important to understand whether it’s for individual use or group or team use or organization or enterprise use. Once you understand that you can start to narrow down the possibilities. Then you need to understand what types of activities are going to be performed using the technology: is for scanning are mapping i.e. understanding what knowledge exists; is it for capturing or creating; is it for packaging or storing; sharing and applying; or transforming and innovating? All of these things are criteria that will influence the selection of the technology. Everything from search to social media to business intelligence and data warehouse technology can be determined using the answers to these questions.
The process for determining supporting knowledge management technology is outlined in this slide. The steps start with collect and move through analyze resolve selecting the technology designing and developing, and testing the actual implementation then use and finally evolving the technology platform.In the collect phase business processes are collected and analyzed as our information flows. The organization strategy and plan, as well as the IT strategy and plan. It is important to collect this information at the start of the project and involve the various stakeholders from across the organization so that the process of organization buy-in and acceptance is started as soon as possible.In the analyze phase the information collected in the first step is compared against best practices for human, social, and intellectual capital best practices. In this way the gap analysis is determined between the current state versus the to be state. Assuming that the organization is headed towards some best practices state depending on their organizational culture, which is a part of understanding the people in the organization.In the resolve stage policies. Knowledge management processes and flows metrics strategic goals and governance are all addressed and compiled in a strategic plan document for the organization. This plan lays out the knowledge management initiative: what it will do, how it will do it, who will be involved, budgets, metrics, how the organization will know that they’ve been successful. All of these things, including the implementation plan as much is a can be determined at that stage. The implementation plan will have several phases and extend over a 3 to 5 year time horizon. Starting with initial planning and rollout of a pilot and moving through an organization-wide rollout and maturation of the activities and processes.With the completion of the resolve step there is adequate information to go to market and determine what off-the-shelf technology is available. In the case where off-the-shelf technology isn’t available, it will at least be enough information to start the engagement of developers to develop a customized software application. Customized software creation will require additional rounds of requirements analysis in order to get enough detail for the developers to create a platform, which meets user needs and requirements. To select technology, it is important to understand the requirements of the users and involve them in the process of reviewing vendors. This user involvement in the selection process improves user acceptance down the road and ensures that users have identified all their major requirements. Often, users don’t know what they want, so sometimes seeing the selection of vendor applications can help them get a better handle on what would be useful and what isn’t useful, thus making sure the investment in technology is one that the users will actually use.Design, develop and test, is a critical and time-consuming step. It is important that the application be designed, or in the case of off-the-shelf software configured to meet user requirements. Including users in the testing phase, so that the application works as they expected it to work is key. It’s not enough to have the developers test and make sure it works the way that they understood the developers are the ones who will be using it the users have to be involved in user testing with appropriate documentation of use cases and a bug or error feedback mechanism. Testing should also include the more technical load testing to make sure that the system works on the hardware that has been purchased for it. And in the organization’s network information technology environment that will stand up to the load of users using it on a regular basis. Once all this testing is done the stakeholders need to sign off on the move to production.In the implementation, step change management becomes much more important. While there has been communication, training and education happening slowly or at various points along the earlier steps. Once the implementation phase it started there is a big push for communication, training, and education so that users are ready to start using the application. Process documentation should be modified at this step so that users have updated documentation to use. It is also at this point that baseline metrics will be finalized and implemented.During the use, step users are using the application. The governance team is governing the application and its general the business is you usual. There should be a feedback mechanism as part of governance to record user feedback and input for changes are things that aren’t working the way that they wished even with user involvement in the earlier steps. There is often things that have snuck through and made it into production that should not have.This feedback is used to modify and improve future phases of the technology and the KM program generally, it is fed into the evolve step of the knowledge management roadmap process along with other changes that the organization may make to its processes and strategies.