Two Pillars of Implementing KM Initiatives
Are you implementing a tool for collaboration, document sharing, discussions, etc and you are not sure how to make it a success? How to bring your colleagues to use it? Often, just a great tool alone is not sufficient to achieve sustainable usage. I would even say that the technology, the tool itself, is only 20% of the business. The other 80% is convincing, promotion, and making the users aware of your solution.
A while ago, somebody showed me the results of a study on: what are the critical factors to make Knowledge Management initiatives successful? And I am really sorry that I could not dig up the source again. Anyhow, the two key drivers were identified as:
- perceived usefulness
- perceived management support
During our global roll-out of a document and discussion platform we focused on these two factor; and I would like to elaborate my view on those.
User Benefit
Users regard a tool as useful, if it is simple and does not require additional work; ideally, the tool should be integrated in their daily job. Based on these attributes it is important to promote your solution, make the users aware that it is available, and show them what are their personal benefits.
Important about it is that the promotion is continuously done and cater to different needs; use different channels and customize the message depending on your stakeholders.
Example: in our project we localized the promotion for each country. In most cases we conducted a series of sessions to show the tool and how it can be used. Then, we published follow-up message in each edition of the internal magazine or newsletter of the respective country indicating the latest development and testimonials.
Management Support
In our project we realised that it was relatively simple to convince the users and the top management; both stakeholders could see their respective benefits. But one of the biggest barriers is the middle management; and at the same time they could also be the biggest enabler.
In order to engage these stakeholders for your KM solution, I suggest three approaches. First, involve them early and update them regularly on the results of the initiative. Second, Create and endorse procedures and policies on how the system shall be used; together with the entire management team. Third, integrate KM-related KPIs into the appraisal targets; do this for all employees but especially for the middle management.
These activities require strong backing from the top management and are very important for the success of your solution.
These two sets of promotional activities, I would consider them as having the same importance and should happen at the same time. Implementing Knowledge sharing initiatives is a continuous effort in convincing and creating awareness for your cause.Please share your experience in promoting KM solutions!
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