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Creating a Culture of
Pervasive Knowledge Management
    and Learning with SharePoint
Setting up the Context…

 What we are discussing today …
    A methodology on how to create a participative model for sharing and consuming
     knowledge and learning resources within your organization using SharePoint as an
     infrastructure
    An implementation focused reference framework for tools and navigation systems that
     would provide the basis for democratizing knowledge sharing and consumption
1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations

2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution

3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations

4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions

5. Cultural Issues and Adoption – Some Thoughts              .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations

6. Getting Started!
The next steps
The Current KM and Learning Organization
                                                                    Organization                                                                             Top down approach for knowledge and
                            Intelligence                        Learning, Vision, Strategy,                              Intelligence
                                                                                                                                                              learning management
                                                              Culture, Flexibility, Enablement

                                                             (Select set of Management Veterans and            Identify competency based on the              Identification, decisions and approvals
                                                                                                                                                              are made by a select set of people and
                   Identify, Select and recruit experts       visionaries who make the decisions and           immediate and future needs
                   Setup knowledge and learning goals and                 drive to results)                    Create expert groups for research
                   objectives
                   Review, approval and formalization
                                                                                                               and competency building
                                                                                                               Review, approval and formalization
                                                                                                                                                              driven down to the projects, individuals
                                                                    Top down Approach                                                                         and teams through professionals and
                                                                                                                                                              experts
     Experts & Learning                                                                                                          Groups &
                                                                                                                                                             Lack of a participative approach for
       Professionals                                                                                                            Commitees
     Subject Matter Expertise, formal                                                                                   Focused interests, Topic centered     knowledge management and learning
      knowledge contribution, best                                                                                        knowledge & Learning group
     practices development, focused                                                                                      dynamics, Continual knowledge       Lack of feedback mechanisms to
          learning contribution                                                                                                    association
                                             Gathering and Formalization                                                                                      capture real time experiences and
                                                                                                                                Intra and Inter group
                                             of Knowledge Discovery and
                                             Lessons Learnt
                                                                                                                            collaboration and knowledge
                                                                                                                                       sharing
                                                                                                                                                              informal knowledge gained by
Feedback?
                                               Formal Knowledge transfer and                                                                                  individuals, projects and teams
                                               learning through courses, formal                                   Feedback?
                                               meetings, training sessions etc.              Feedback?                                                       knowledge transfer occurs at the project
              Projects                                                                                                               Teams                    / overall topic level, but is unable to do
                                                                      Individual                                                                              the same when it comes to knowledge
        Dynamic formation, limited                                                                                        Shared Goals, Synergy, Shared
     lifetime, Ad-Hoc Knowledge and                                                                                      Vision, Culture, Team Dynamics,
                                                Formal             Experience, skill, tacit               Formal
         learning, driven by formal
                 processes                   Participation      knowledge, learning capacity           Participation
                                                                                                                             Conflicts, Resolutions etc.
                                                                                                                                                              and learning at specific task level details
                                                                            etc.
                                                                                                                                                             Does not help identify “Informal”
        Formal Project Collaboration
            driven by Processes
                                                                                                                            Formal Team Collaboration
                                                                                                                               Driven by Processes            experts and capture and share
                                                                                                                                                              knowledge contributed by these experts
The Process Issues                                                      Sequential set of Formal Activities




 Identify / Strategy              Create / Source                  Formalize                            Organize                     Distribute                     Consume


  Analyze the current needs       Form focused committees      Review meetings,                    Taxonomy and metadata         Submission to the              Ad-Hoc consumption of
  based on competency                                          feedbacks and updates               definitions and application   Knowledge management           information on a need to
                                  Formal research
  gaps, skill set gaps,                                                                                                          and learning portals           know basis
                                  processes, Interviews and    Additional research and             Decisions and approvals
  knowledge and learning
                                  meetings to gather           interviews to drive                 on categorization, target     Sending of notifications       Access the knowledge and
  gaps
                                  intelligence                 towards completion                  audiences, roles, functions   and emails to identified       learning portal via search
  Setup the goals, strategy                                                                        etc. of the knowledge and     set of users on the            and limited tools
                                  Group collaboration and      Finalize on the knowledge
  and approach for filling up                                                                      learning artifacts            availability of the
                                  knowledge sharing            and learning plan and
  the gaps in terms of                                                                                                           knowledge and learning
                                                               artifacts                           Reviews, group
  knowledge and learning          Creation of drafts and                                                                         artifacts
                                                                                                   discussions, finalization
                                  prototypes                   Final approvals
  Feasibility studies                                                                              and approvals                 Knowledge sharing
                                  Submission for reviews                                                                         through formal classroom
  Identify experts and
                                  and approvals                                                                                  exercises, training sessions
  professionals
  communicate the goals
  and objectives




      Issues / Gaps                   Issues / Gaps                                  Issues / Gaps                                   Issues / Gaps                  Issues / Gaps
   The identification is done      Majority of the                 Standard taxonomies created / defined around the               Does not involve anything      Users think of consuming
   based on the needs of           information that is             artifacts – which is useful, but forces the users to           beyond the KM and              information on a ad-hoc
   business continuity at an       created / sourced is            remember the taxonomy structure definitions in order to        learning portal and            basis – only when they
   overall organizational level    formal in nature                easily access the information                                  probably some email            realize that they need
                                                                                                                                  notifications                  help, or have a mental
   Does not consider, and is       Does not consider as            Does not provide the flexibility to the end user to define
                                                                                                                                                                 block when they carry out
   disconnected from the           much from the real-time         their own meaningful metadata around the artifacts –
                                                                                                                                                                 their day to day activities
   knowledge and learning          experiences, knowledge          creating a disconnect and reducing the utilization and
   gaps that exist in the day      around the neighboring          consumption of the artifact in a timely and useful                                            A separate activity that is
   to day of the organization      areas and point solutions       manner                                                                                        disconnected from the
                                                                                                                                                                 day to day of the users
                                   Experts involved may not
                                   be connected to the real                                                                                                      “Context” is not provided
                                   life scenarios due to the                                                                                                     by the systems to the
                                   nature of their jobs and                                                                                                      users
                                   may reduce the usefulness
                                                                                                                                                                 No mechanisms for
                                   of the artifacts created
                                                                                                                                                                 providing feedbacks /
                                                                                                                                                                 informal communications
1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations

2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution

3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations

4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions

5. Cultural Issues and Adoption – Some Thoughts              .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations

6. Getting Started!
The next steps
The Emerging Needs and Trends
Features               Current                        Needs & Trends

Objectives              Centrally store and manage    Centrally store and manage knowledge and learning artifacts
                         knowledge and learning        Enable users to easily capture, contribute, disseminate and
                         artifacts                      utilize knowledge and learning artifacts to solve problems and
                                                        gain knowledge
                        Command and Control           Pervasive - Expanding the scope of knowledge management
                                                        beyond “business critical” to “day to day” support and “just in
                                                        time” availability


Drivers                 “Information” retention       Enterprise Knowledge retention
                        Standardization and           Flat Organizational Structures
                         formalization of Knowledge    Reducing the Enterprise learning curve
                         Management and Learning       Knowledge and learning for productivity and efficiency
                         Processes                     Bridging the gap between knowledge management and
                                                        learning
                                                       Skills identification, utilization and competency development
                                                       Targeting the Gen Y users who are more accustomed to the
                                                        latest technological trends like Web 2.0
                                                       Integration of Enterprise 2.0 in the organizations vision, mission
                                                        and strategy to build a competent organization, ahead of the
                                                        curve in terms of competition
Knowledge Management    Formal and structured         Social, Collaborative and Contextual
& Learning Culture
The Emerging Needs and Trends
Features                 Current                                      Needs & Trends
Knowledge & Learning     •   Utilize Standard taxonomies              •   Free flowing taxonomies integrated with the standard
Content Management and   •   Unidirectional – from top down to            taxonomies
Delivery                     the bottom                               •   Multi directional – Top to bottom, bottom to top and peer
                                                                          to peer in a asynchronous fashion
Knowledge Sharing &      •   Class rooms, training sessions,          •   Informal, self service, collaboration, dialog and conversation
Learning                     meetings and word to mouth                   based knowledge sharing and learning
Knowledge Management     •   Trainers, Subject Matter Experts         •   Mentors, Coaches, Technology and Process Enablers, SMEs
& Learning Roles                                                          and Facilitators


Knowledge and Learning   •   Brochures, catalogs, online and          •   Frameworks and tools embedded and integrated within the
Enablement                   offline course material, emails, tools       various work / knowledge and learning related portals that
                             that are part of the formal                  are capable of capturing tacit and spontaneous information,
                             knowledge management and                     structure information based on standard and user driven
                             learning management solutions                taxonomies and contextually bubble up the artifacts – based
                                                                          on the profile, preferences, interests, topics, skills and roles
                                                                          of the users
Systems and Solutions    •   Multiple, Disparate systems and          •   Integration of Knowledge management and learning within
                             solutions to take care of knowledge          your everyday apps - No new systems
                             and learning functions                   •   Platform, solution or a framework with tools and applications
                         •   Implemented based on the ad-hoc              capable of capturing and delivering knowledge and learning
                             knowledge and learning needs of              artifacts from existing systems, internet or multiple other
                             various departments, teams and               sources
                             business functions of the
                             organization
1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations

2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution

3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations

4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions

5. Cultural Issues and Adoption – Some Thoughts              .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations

6. Getting Started!
The next steps
Introducing the Pervasive Process…
                                           Participants include anybody and everybody in the
                                           organization who has a knowledge and learning artifact
                                           to Share
                                                                                                           Use of standard as well as free flow taxonomy
                                           Contextual tools integrated within the day to day work
                                                                                                           and folksonomies to categorize information as
                                           systems capable of capturing and storing information
                                                                                                           part of the submission process which will allow
                                           centrally
                                                                                                           the system to automatically bubble up
                                           Sharing of informal and tacit knowledge and                     information through tools in context of the
                                           experiences that spontaneously arise in context of              project, topic or an issue that the user is
                                           everyday work, research and other activities                    focused on

                                                              Create / Source                                      Formalize / Organize




Better intelligence                                                                      The Pervasive                                                                   Integration of the formal
gathered by the                                                                                            Bubble up of knowledge and learning artifacts                 learning and knowledge
management and expert
                                             Natural ways of consumption and
                                             collaboration with peers / experts and teams
                                                                                           Approach        in a contextual fashion based on the user’s                   artifacts into the pervasive
teams helping them to                        for better learning                                           profile and other metadata artifacts                          environment to make
identify the most critical                                                                                 Omnipresent and ready to consume through                      available anything and
and used information and                     Providing informed feedback leading to                                                                                      everything that is of value for
                                     e




                                                                                                           tools integrated within the day to day work
                                   nc




completely formalize the                     refinement of the knowledge artifact in a                                                                                   active distribution,
                                                                                                           systems of the user
                                ige




knowledge and learning                       pervasive manner                                                                                                            consumption and learning
                                                                                                                                                             Int
                            ell




processes
                                         Collaboration / Learning / Feedback                        Contextual Distribution / Consumption                       eg
                                                                                                                                                                  rat
                         Int




                                                                                                                                                                     i   on


              Identify / Strategy         Create / Source                        Formalize                 Organize                         Distribute           Consume




                                                                                    The Traditional Approach
The Pervasive KM and Learning Organization

                                                                Projects              Project
    Individual                                                Dynamic formation,       Sites                               Experts &
                            My Site
   Experience, skill,
                                                              limited lifetime, Ad-              KM &                 Learning Professionals
                                 KM &                         Hoc Knowledge and                 Learning              Subject Matter Expertise,
   tacit knowledge,
   learning capacity
                                Learning
                                 Tools
                                                              learning, driven by                Tools                formal knowledge                       Is there a need to build a
                                                                                                                                                             new solution to foster
                                                              formal processes                                        contribution, best practices
   etc.
                                                                                                                      development, focused
                                                                                                                      learning contribution
                                                                                                                                                             pervasive KM and
                                                                                                                                                             Learning?
                                                                                                                                              Learning and
                                                                                                                                               KM Portals
                                The Pervasive Knowledge Management & Learning Framework                                             KM &
                                                                                                                                   Learning
                                                                                                                                                             Our approach is to use the
                            Web 2.0          Taxonomy            Search          Templates                                          Tools                    same systems that you already
   KM &                                                     Social
                                                                                                                                                             have, but extend the systems
                                                                                    Knowledge & Learning
  Learning
   Tools
                                  Contextual
                                                        Infrastructure                Artifact Repository                                                    with a framework of contextual
   Team
                                                                                                                                                             tools, profile extensions and
   Sites                                                                                                                                                     make these tools available to
                                                                                                                                      Groups                 the users “in context” of their
         Team                               KM &
                                           Learning
                                                               Organization                                                       Focused interests, Topic   day to day work systems
  Shared Goals, Synergy,                    Tools                                                                                 centered knowledge &
                                                               Learning, Vision,                            KM &
  Shared Vision, Culture,                                                                                                         Learning group
                                                  Intranet     Strategy, Culture,                          Learning
  Team Dynamics,                                                                                            Tools                 dynamics, Continual
                                                               Flexibility,
  Conflicts, Resolutions                                                                                              Community   knowledge association -
                                                               Enablement                                               Sites
  etc.
Pervasive knowledge management & learning with SharePoint
Pervasive knowledge management & learning with SharePoint
Pervasive knowledge management & learning with SharePoint
Pervasive knowledge management & learning with SharePoint
Pervasive knowledge management & learning with SharePoint
Pervasive knowledge management & learning with SharePoint
Pervasive knowledge management & learning with SharePoint
Pervasive knowledge management & learning with SharePoint
1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations

2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution

3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations

4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions

5. Cultural Issues and Adoption – Some Thoughts              .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations

6. Getting Started!
The next steps
Does/Did Your Organization
                                       Deploy SharePoint in a
                                       Production Capacity?

                                       Source: AIIM State of the Market –
                                       Microsoft SharePoint



Indicate the Scope and Level
    of Use of the SharePoint
        Applications in Your
                Organization

  Source: AIIM State of the Market –
              Microsoft SharePoint
Approximately How Many Users Access
                                                          SharePoint In your Organization?

                                                          Source: AIIM State of the Market – Microsoft SharePoint




Approximately How Many SharePoint Sites
  are Deployed Within Your Organization?

Source: AIIM State of the Market – Microsoft SharePoint
Rank the Degree to Which Your
                                               Organization Uses the Following
                                               SharePoint Functionality

                                               Source: AIIM State of the Market – Microsoft
                                               SharePoint




       Indicate the Level to Which
          SharePoint is Used in the
     Following Business Processes

Source: AIIM State of the Market – Microsoft
                                 SharePoint
Which collaboration
                                               platform do you use
                                               MOST for team/project
                                               sites?

                                               Source: AIIM industry watch –
                                               Collaboration and Enterprise
                                               2.0




  Do You or Are You Likely to Use
SharePoint to Create, Manage and
     Store the Following Types of
               Business Content?

Source: AIIM State of the Market – Microsoft
                                 SharePoint
Collaboration
                                                                      Communities
                                                                                                                                              Microsoft SharePoint helps
                                            Contextual
                                            Information
                                                                                      Extensible                                              your organization to fill in the
                                                                                       Search
                                              Delivery
                                                                                                                                              gaps that exist in
        General
                                                                                                                                              collaboration, information
                                                                                                      Dashboards
       Employees             Mashup Apps
                             and Web 2.0                                                             and Reporting
                                                                                                                         Business Critical
                                                                                                                            Systems
                                                                                                                                              utilization and management,
                                                                                                                                              knowledge management and
  Executive                                               Microsoft
                                                             Microsoft Office
                                                                                                                                              process automation among
Business Users
                       Personalization
                                                          SharePoint
                                                          SharePoint Server                               Workflow and       Profile Stores   others.
                        and Choice                                      2007                                 Forms
                                                                                                           Automation


Departmental
                                                                                                                                              SharePoint can be the one
                                                                                                                              Application
   Users                                                                                                                      Databases       platform that can help bring
                            Content and                                                                Business                               together content, data,
                           Metadata Mgmt                                                               Solutions
       Customers,                                                                                                         SAAS                processes, knowledge and
      Partners. Etc.                                                                                                     Providers
                                                                                                                                              people in a centralized fashion
                                           Document
                                                                                      Web Enabled
                                                                                      Applications
                                                                                                                                              – helping improve the
                                           Managment
                                                                      Rich Media                                                              organizational productivity and
                                                                      Experience
                                                                                                                                              efficiency
Audiences
                                                                                                            The Pervasive Knowledge Management and Learning
                                                                                                                              Framework
                                                                                                                                Informal                                                    Formal




                                   Framework Tools that integrate with the existing portal infrastructure
Individuals       My Sites

                                                                                                               Blogs, Wikis &              Bubble up of
                                                                                                                Discussions                Information
                                                                                                                                                                                         Integration to deliver formal
                                                                                                                                                                                           knowledge and learning
                                                                                                                                            Contextual
                                                                                                               Knowledge &                                                             elements from existing systems
                                                                                                                                           Information
  Teams          Team Sites                                                                                  Learning Networks
                                                                                                                                           Aggregation           Web 2.0

                                                                                                              Expert and Topic           Pervasive Knowledge Management
                                                                                                               Tracking Tools
                                                                                                                                          and Learning Artifact Repository
  Groups        Communities                                                                                   Activity Streams                Lists, Libraries and Pages for
                                                                                                                                               Best Practices, Documents,
                                                                                                                Embedded                  Presentations, Videos, FAQs, Quizzes,
                                                                                                               Authoring and             Surveys, Research Papers, Links, tests,
                                                                                                              Publishing tools           Whitepapers, Course Catalogs, Learning
  Projects      Project Sites                                                                                      Social                             Resources etc.
                                                                                                               Collaboration,
                                                                                                                Networking



 Experts &                                                                                                         Taxonomy                        Search                  Collaboration          Social Infrastructure
               Knowledge Mgmt
  Learning     & Learning Portal
Professional                                                                                                  Taxonomy definitions and     Faceted mechanisms that          Site Templates,        Profile management,
                                                                                                                  metadata stores          allow for experts, people,   workspaces, peer review       expert tracker,
                                                                                                                                              documents, content,        workflows, information    community templates
                                                                                                                                            learning and knowledge              sharing
                                                                                                                                               artifacts using the
                                                                                                                                            taxonomy and metadata
                 Enterprise                                                                                                                      infrastructure
Organization      Intranet
                                                                                                                                         Governance and Reporting Infrastructure
1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations

2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution

3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations

4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions

5. Cultural Issues and Adoption – Some Thoughts              .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations

6. Getting Started!
The next steps
Cultural Issues and Adoption – Some Thoughts.
Let’s try to address the cultural issues and adoption concerns by taking the example of a informal and pervasive
knowledge, information sharing and collaboration platform – The Internet

What does the internet provide that makes it a popular, indispensable platform?
 The internet is a vast collection of various, ready to use online tools that can be accessed by the users any time, any where
  in context of their knowledge and learning requirements – this is what makes the internet a Pervasive Platform
 Users are presented with the tools to post, share and consume information, as well as collaborate with experts around the
  globe without any compulsion, obligation or force –Despite this, Users are naturally motivated to post, share,
  consume and collaborate
 Blogs and forums allow users to post ideas and opinions, involve professionals as well as informal experts in the
  conversations and create focused communities around specific topics and interest areas – Users will gain a wider
  knowledge on topic and around the topic, foster communities and quickly get recognized as an expert based on
  the contribution, quality of the conversations and thought leadership put forward.
 Facebook and LinkedIn type of applications provide the tools that are able to make almost informed assumptions by
  utilizing the taxonomy and metadata of the user’s profile and bubble up the most relevant contacts, groups and other
  suggestions – Users will be readily presented with a set of informed options, which the user can choose to do
  something with and always discover new connections without much efforts
 Search engines like Google are widely used by users to get just in time information and knowledge around their day to
  day work – Productivity and efficiency can be greatly improved if these tools are integrated within the users work
  applications systems
Cultural Issues and Adoption – Some Thoughts.
 Our Recommendations…

 Focus on creating a pervasive environment within your organization
  Transform your view of looking at knowledge management and learning from only a process focused standpoint to
   more of a free flowing, informal and naturally evolving activity
 Focus on enabling the users with the right set of tools and providing them in the right places
  Analyze what the “Context” is for the various types of users in your organization and strategize and plan on what
   types of tools are required and how you can integrate it within the day to day work systems of the users and other
   factors like ease of use of the tools
 Replicate the best of tools and applications on the internet in the context of your organization
  Some of the best and widely used tools include search, social and professional networks, blogs and forums among
   others that can be easily replicated in context of your organization. You can also look at other tools like youtube,
   slideshare, scribd, digg, etc. among others and how these types of tools can best benefit your organization’s
   knowledge management and learning objectives
 Analyze and identify the incentives and benefits for users to proactively use the tools
  Some of the incentives that can be thought about and demonstrated can be – recognition, quick adoption and
   learning, improving work-life balance, improved productivity
1. Knowledge Management & Learning – Today
An overview of the current approach of how knowledge and learning is managed within the organizations

2. The Emerging Needs and Trends
An overview of what the current and next generation of knowledge workers and end users and organizations are
expecting out of a knowledge management and learning solution

3. Our vision for Pervasive Knowledge Management and Learning
An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in
the current state of things within organizations

4. Why SharePoint as the Solution?
A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive
knowledge management and learning solutions

5. Cultural Issues and Adoption – Some Thoughts              .
Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of
moving from traditional to pervasive knowledge management and learning implementations

6. Getting Started!
The next steps
Getting Started!
     Analyze your organizations needs in terms of pervasive knowledge management and
      learning
          What are the challenges your organization faces today in terms of Knowledge
           Management & Learning?
          How do you deliver Knowledge Management artifacts to your community and how
           can social technologies help?
          What objectives are paramount to your organization in terms of Knowledge
           Management and Learning?
          Which Web 2.0 Technologies do you use and would need to be part of the Social
           Collaboration and Sharing framework in your organization?

  How do you intend to use SharePoint in your organization and what is the roadmap ?

  Develop a Strategy for Pervasive KM & Learning for your organization

  Build the framework and tools necessary to support the strategy
Thank You
Optimus BT,
2550 Northwinds Parkway,
Suite 140, Alpharetta GA 30009, USA
Phone: (770) 569 1240
Fax: (770) 569 1242
Email: info@optimusbt.com
Web: www.optimusbt.com
Gain insights from the Optimus BT perspective

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Pervasive knowledge management & learning with SharePoint

  • 1. Creating a Culture of Pervasive Knowledge Management and Learning with SharePoint
  • 2. Setting up the Context… What we are discussing today …  A methodology on how to create a participative model for sharing and consuming knowledge and learning resources within your organization using SharePoint as an infrastructure  An implementation focused reference framework for tools and navigation systems that would provide the basis for democratizing knowledge sharing and consumption
  • 3. 1. Knowledge Management & Learning – Today An overview of the current approach of how knowledge and learning is managed within the organizations 2. The Emerging Needs and Trends An overview of what the current and next generation of knowledge workers and end users and organizations are expecting out of a knowledge management and learning solution 3. Our vision for Pervasive Knowledge Management and Learning An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in the current state of things within organizations 4. Why SharePoint as the Solution? A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive knowledge management and learning solutions 5. Cultural Issues and Adoption – Some Thoughts . Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of moving from traditional to pervasive knowledge management and learning implementations 6. Getting Started! The next steps
  • 4. The Current KM and Learning Organization Organization  Top down approach for knowledge and Intelligence Learning, Vision, Strategy, Intelligence learning management Culture, Flexibility, Enablement (Select set of Management Veterans and Identify competency based on the  Identification, decisions and approvals are made by a select set of people and Identify, Select and recruit experts visionaries who make the decisions and immediate and future needs Setup knowledge and learning goals and drive to results) Create expert groups for research objectives Review, approval and formalization and competency building Review, approval and formalization driven down to the projects, individuals Top down Approach and teams through professionals and experts Experts & Learning Groups &  Lack of a participative approach for Professionals Commitees Subject Matter Expertise, formal Focused interests, Topic centered knowledge management and learning knowledge contribution, best knowledge & Learning group practices development, focused dynamics, Continual knowledge  Lack of feedback mechanisms to learning contribution association Gathering and Formalization capture real time experiences and Intra and Inter group of Knowledge Discovery and Lessons Learnt collaboration and knowledge sharing informal knowledge gained by Feedback? Formal Knowledge transfer and individuals, projects and teams learning through courses, formal Feedback? meetings, training sessions etc. Feedback?  knowledge transfer occurs at the project Projects Teams / overall topic level, but is unable to do Individual the same when it comes to knowledge Dynamic formation, limited Shared Goals, Synergy, Shared lifetime, Ad-Hoc Knowledge and Vision, Culture, Team Dynamics, Formal Experience, skill, tacit Formal learning, driven by formal processes Participation knowledge, learning capacity Participation Conflicts, Resolutions etc. and learning at specific task level details etc.  Does not help identify “Informal” Formal Project Collaboration driven by Processes Formal Team Collaboration Driven by Processes experts and capture and share knowledge contributed by these experts
  • 5. The Process Issues Sequential set of Formal Activities Identify / Strategy Create / Source Formalize Organize Distribute Consume Analyze the current needs Form focused committees Review meetings, Taxonomy and metadata Submission to the Ad-Hoc consumption of based on competency feedbacks and updates definitions and application Knowledge management information on a need to Formal research gaps, skill set gaps, and learning portals know basis processes, Interviews and Additional research and Decisions and approvals knowledge and learning meetings to gather interviews to drive on categorization, target Sending of notifications Access the knowledge and gaps intelligence towards completion audiences, roles, functions and emails to identified learning portal via search Setup the goals, strategy etc. of the knowledge and set of users on the and limited tools Group collaboration and Finalize on the knowledge and approach for filling up learning artifacts availability of the knowledge sharing and learning plan and the gaps in terms of knowledge and learning artifacts Reviews, group knowledge and learning Creation of drafts and artifacts discussions, finalization prototypes Final approvals Feasibility studies and approvals Knowledge sharing Submission for reviews through formal classroom Identify experts and and approvals exercises, training sessions professionals communicate the goals and objectives Issues / Gaps Issues / Gaps Issues / Gaps Issues / Gaps Issues / Gaps The identification is done Majority of the Standard taxonomies created / defined around the Does not involve anything Users think of consuming based on the needs of information that is artifacts – which is useful, but forces the users to beyond the KM and information on a ad-hoc business continuity at an created / sourced is remember the taxonomy structure definitions in order to learning portal and basis – only when they overall organizational level formal in nature easily access the information probably some email realize that they need notifications help, or have a mental Does not consider, and is Does not consider as Does not provide the flexibility to the end user to define block when they carry out disconnected from the much from the real-time their own meaningful metadata around the artifacts – their day to day activities knowledge and learning experiences, knowledge creating a disconnect and reducing the utilization and gaps that exist in the day around the neighboring consumption of the artifact in a timely and useful A separate activity that is to day of the organization areas and point solutions manner disconnected from the day to day of the users Experts involved may not be connected to the real “Context” is not provided life scenarios due to the by the systems to the nature of their jobs and users may reduce the usefulness No mechanisms for of the artifacts created providing feedbacks / informal communications
  • 6. 1. Knowledge Management & Learning – Today An overview of the current approach of how knowledge and learning is managed within the organizations 2. The Emerging Needs and Trends An overview of what the current and next generation of knowledge workers and end users and organizations are expecting out of a knowledge management and learning solution 3. Our vision for Pervasive Knowledge Management and Learning An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in the current state of things within organizations 4. Why SharePoint as the Solution? A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive knowledge management and learning solutions 5. Cultural Issues and Adoption – Some Thoughts . Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of moving from traditional to pervasive knowledge management and learning implementations 6. Getting Started! The next steps
  • 7. The Emerging Needs and Trends Features Current Needs & Trends Objectives  Centrally store and manage  Centrally store and manage knowledge and learning artifacts knowledge and learning  Enable users to easily capture, contribute, disseminate and artifacts utilize knowledge and learning artifacts to solve problems and gain knowledge  Command and Control  Pervasive - Expanding the scope of knowledge management beyond “business critical” to “day to day” support and “just in time” availability Drivers  “Information” retention  Enterprise Knowledge retention  Standardization and  Flat Organizational Structures formalization of Knowledge  Reducing the Enterprise learning curve Management and Learning  Knowledge and learning for productivity and efficiency Processes  Bridging the gap between knowledge management and learning  Skills identification, utilization and competency development  Targeting the Gen Y users who are more accustomed to the latest technological trends like Web 2.0  Integration of Enterprise 2.0 in the organizations vision, mission and strategy to build a competent organization, ahead of the curve in terms of competition Knowledge Management  Formal and structured  Social, Collaborative and Contextual & Learning Culture
  • 8. The Emerging Needs and Trends Features Current Needs & Trends Knowledge & Learning • Utilize Standard taxonomies • Free flowing taxonomies integrated with the standard Content Management and • Unidirectional – from top down to taxonomies Delivery the bottom • Multi directional – Top to bottom, bottom to top and peer to peer in a asynchronous fashion Knowledge Sharing & • Class rooms, training sessions, • Informal, self service, collaboration, dialog and conversation Learning meetings and word to mouth based knowledge sharing and learning Knowledge Management • Trainers, Subject Matter Experts • Mentors, Coaches, Technology and Process Enablers, SMEs & Learning Roles and Facilitators Knowledge and Learning • Brochures, catalogs, online and • Frameworks and tools embedded and integrated within the Enablement offline course material, emails, tools various work / knowledge and learning related portals that that are part of the formal are capable of capturing tacit and spontaneous information, knowledge management and structure information based on standard and user driven learning management solutions taxonomies and contextually bubble up the artifacts – based on the profile, preferences, interests, topics, skills and roles of the users Systems and Solutions • Multiple, Disparate systems and • Integration of Knowledge management and learning within solutions to take care of knowledge your everyday apps - No new systems and learning functions • Platform, solution or a framework with tools and applications • Implemented based on the ad-hoc capable of capturing and delivering knowledge and learning knowledge and learning needs of artifacts from existing systems, internet or multiple other various departments, teams and sources business functions of the organization
  • 9. 1. Knowledge Management & Learning – Today An overview of the current approach of how knowledge and learning is managed within the organizations 2. The Emerging Needs and Trends An overview of what the current and next generation of knowledge workers and end users and organizations are expecting out of a knowledge management and learning solution 3. Our vision for Pervasive Knowledge Management and Learning An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in the current state of things within organizations 4. Why SharePoint as the Solution? A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive knowledge management and learning solutions 5. Cultural Issues and Adoption – Some Thoughts . Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of moving from traditional to pervasive knowledge management and learning implementations 6. Getting Started! The next steps
  • 10. Introducing the Pervasive Process… Participants include anybody and everybody in the organization who has a knowledge and learning artifact to Share Use of standard as well as free flow taxonomy Contextual tools integrated within the day to day work and folksonomies to categorize information as systems capable of capturing and storing information part of the submission process which will allow centrally the system to automatically bubble up Sharing of informal and tacit knowledge and information through tools in context of the experiences that spontaneously arise in context of project, topic or an issue that the user is everyday work, research and other activities focused on Create / Source Formalize / Organize Better intelligence The Pervasive Integration of the formal gathered by the Bubble up of knowledge and learning artifacts learning and knowledge management and expert Natural ways of consumption and collaboration with peers / experts and teams Approach in a contextual fashion based on the user’s artifacts into the pervasive teams helping them to for better learning profile and other metadata artifacts environment to make identify the most critical Omnipresent and ready to consume through available anything and and used information and Providing informed feedback leading to everything that is of value for e tools integrated within the day to day work nc completely formalize the refinement of the knowledge artifact in a active distribution, systems of the user ige knowledge and learning pervasive manner consumption and learning Int ell processes Collaboration / Learning / Feedback Contextual Distribution / Consumption eg rat Int i on Identify / Strategy Create / Source Formalize Organize Distribute Consume The Traditional Approach
  • 11. The Pervasive KM and Learning Organization Projects Project Individual Dynamic formation, Sites Experts & My Site Experience, skill, limited lifetime, Ad- KM & Learning Professionals KM & Hoc Knowledge and Learning Subject Matter Expertise, tacit knowledge, learning capacity Learning Tools learning, driven by Tools formal knowledge Is there a need to build a new solution to foster formal processes contribution, best practices etc. development, focused learning contribution pervasive KM and Learning? Learning and KM Portals The Pervasive Knowledge Management & Learning Framework KM & Learning Our approach is to use the Web 2.0 Taxonomy Search Templates Tools same systems that you already KM & Social have, but extend the systems Knowledge & Learning Learning Tools Contextual Infrastructure Artifact Repository with a framework of contextual Team tools, profile extensions and Sites make these tools available to Groups the users “in context” of their Team KM & Learning Organization Focused interests, Topic day to day work systems Shared Goals, Synergy, Tools centered knowledge & Learning, Vision, KM & Shared Vision, Culture, Learning group Intranet Strategy, Culture, Learning Team Dynamics, Tools dynamics, Continual Flexibility, Conflicts, Resolutions Community knowledge association - Enablement Sites etc.
  • 20. 1. Knowledge Management & Learning – Today An overview of the current approach of how knowledge and learning is managed within the organizations 2. The Emerging Needs and Trends An overview of what the current and next generation of knowledge workers and end users and organizations are expecting out of a knowledge management and learning solution 3. Our vision for Pervasive Knowledge Management and Learning An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in the current state of things within organizations 4. Why SharePoint as the Solution? A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive knowledge management and learning solutions 5. Cultural Issues and Adoption – Some Thoughts . Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of moving from traditional to pervasive knowledge management and learning implementations 6. Getting Started! The next steps
  • 21. Does/Did Your Organization Deploy SharePoint in a Production Capacity? Source: AIIM State of the Market – Microsoft SharePoint Indicate the Scope and Level of Use of the SharePoint Applications in Your Organization Source: AIIM State of the Market – Microsoft SharePoint
  • 22. Approximately How Many Users Access SharePoint In your Organization? Source: AIIM State of the Market – Microsoft SharePoint Approximately How Many SharePoint Sites are Deployed Within Your Organization? Source: AIIM State of the Market – Microsoft SharePoint
  • 23. Rank the Degree to Which Your Organization Uses the Following SharePoint Functionality Source: AIIM State of the Market – Microsoft SharePoint Indicate the Level to Which SharePoint is Used in the Following Business Processes Source: AIIM State of the Market – Microsoft SharePoint
  • 24. Which collaboration platform do you use MOST for team/project sites? Source: AIIM industry watch – Collaboration and Enterprise 2.0 Do You or Are You Likely to Use SharePoint to Create, Manage and Store the Following Types of Business Content? Source: AIIM State of the Market – Microsoft SharePoint
  • 25. Collaboration Communities Microsoft SharePoint helps Contextual Information Extensible your organization to fill in the Search Delivery gaps that exist in General collaboration, information Dashboards Employees Mashup Apps and Web 2.0 and Reporting Business Critical Systems utilization and management, knowledge management and Executive Microsoft Microsoft Office process automation among Business Users Personalization SharePoint SharePoint Server Workflow and Profile Stores others. and Choice 2007 Forms Automation Departmental SharePoint can be the one Application Users Databases platform that can help bring Content and Business together content, data, Metadata Mgmt Solutions Customers, SAAS processes, knowledge and Partners. Etc. Providers people in a centralized fashion Document Web Enabled Applications – helping improve the Managment Rich Media organizational productivity and Experience efficiency
  • 26. Audiences The Pervasive Knowledge Management and Learning Framework Informal Formal Framework Tools that integrate with the existing portal infrastructure Individuals My Sites Blogs, Wikis & Bubble up of Discussions Information Integration to deliver formal knowledge and learning Contextual Knowledge & elements from existing systems Information Teams Team Sites Learning Networks Aggregation Web 2.0 Expert and Topic Pervasive Knowledge Management Tracking Tools and Learning Artifact Repository Groups Communities Activity Streams Lists, Libraries and Pages for Best Practices, Documents, Embedded Presentations, Videos, FAQs, Quizzes, Authoring and Surveys, Research Papers, Links, tests, Publishing tools Whitepapers, Course Catalogs, Learning Projects Project Sites Social Resources etc. Collaboration, Networking Experts & Taxonomy Search Collaboration Social Infrastructure Knowledge Mgmt Learning & Learning Portal Professional Taxonomy definitions and Faceted mechanisms that Site Templates, Profile management, metadata stores allow for experts, people, workspaces, peer review expert tracker, documents, content, workflows, information community templates learning and knowledge sharing artifacts using the taxonomy and metadata Enterprise infrastructure Organization Intranet Governance and Reporting Infrastructure
  • 27. 1. Knowledge Management & Learning – Today An overview of the current approach of how knowledge and learning is managed within the organizations 2. The Emerging Needs and Trends An overview of what the current and next generation of knowledge workers and end users and organizations are expecting out of a knowledge management and learning solution 3. Our vision for Pervasive Knowledge Management and Learning An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in the current state of things within organizations 4. Why SharePoint as the Solution? A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive knowledge management and learning solutions 5. Cultural Issues and Adoption – Some Thoughts . Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of moving from traditional to pervasive knowledge management and learning implementations 6. Getting Started! The next steps
  • 28. Cultural Issues and Adoption – Some Thoughts. Let’s try to address the cultural issues and adoption concerns by taking the example of a informal and pervasive knowledge, information sharing and collaboration platform – The Internet What does the internet provide that makes it a popular, indispensable platform?  The internet is a vast collection of various, ready to use online tools that can be accessed by the users any time, any where in context of their knowledge and learning requirements – this is what makes the internet a Pervasive Platform  Users are presented with the tools to post, share and consume information, as well as collaborate with experts around the globe without any compulsion, obligation or force –Despite this, Users are naturally motivated to post, share, consume and collaborate  Blogs and forums allow users to post ideas and opinions, involve professionals as well as informal experts in the conversations and create focused communities around specific topics and interest areas – Users will gain a wider knowledge on topic and around the topic, foster communities and quickly get recognized as an expert based on the contribution, quality of the conversations and thought leadership put forward.  Facebook and LinkedIn type of applications provide the tools that are able to make almost informed assumptions by utilizing the taxonomy and metadata of the user’s profile and bubble up the most relevant contacts, groups and other suggestions – Users will be readily presented with a set of informed options, which the user can choose to do something with and always discover new connections without much efforts  Search engines like Google are widely used by users to get just in time information and knowledge around their day to day work – Productivity and efficiency can be greatly improved if these tools are integrated within the users work applications systems
  • 29. Cultural Issues and Adoption – Some Thoughts. Our Recommendations… Focus on creating a pervasive environment within your organization  Transform your view of looking at knowledge management and learning from only a process focused standpoint to more of a free flowing, informal and naturally evolving activity Focus on enabling the users with the right set of tools and providing them in the right places  Analyze what the “Context” is for the various types of users in your organization and strategize and plan on what types of tools are required and how you can integrate it within the day to day work systems of the users and other factors like ease of use of the tools Replicate the best of tools and applications on the internet in the context of your organization  Some of the best and widely used tools include search, social and professional networks, blogs and forums among others that can be easily replicated in context of your organization. You can also look at other tools like youtube, slideshare, scribd, digg, etc. among others and how these types of tools can best benefit your organization’s knowledge management and learning objectives Analyze and identify the incentives and benefits for users to proactively use the tools  Some of the incentives that can be thought about and demonstrated can be – recognition, quick adoption and learning, improving work-life balance, improved productivity
  • 30. 1. Knowledge Management & Learning – Today An overview of the current approach of how knowledge and learning is managed within the organizations 2. The Emerging Needs and Trends An overview of what the current and next generation of knowledge workers and end users and organizations are expecting out of a knowledge management and learning solution 3. Our vision for Pervasive Knowledge Management and Learning An overview of our vision and concept of what pervasive knowledge management and learning is and how it fits in the current state of things within organizations 4. Why SharePoint as the Solution? A quick overview of SharePoint, its features and functions that allow organizations to easily implement pervasive knowledge management and learning solutions 5. Cultural Issues and Adoption – Some Thoughts . Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of moving from traditional to pervasive knowledge management and learning implementations 6. Getting Started! The next steps
  • 31. Getting Started!  Analyze your organizations needs in terms of pervasive knowledge management and learning  What are the challenges your organization faces today in terms of Knowledge Management & Learning?  How do you deliver Knowledge Management artifacts to your community and how can social technologies help?  What objectives are paramount to your organization in terms of Knowledge Management and Learning?  Which Web 2.0 Technologies do you use and would need to be part of the Social Collaboration and Sharing framework in your organization?  How do you intend to use SharePoint in your organization and what is the roadmap ?  Develop a Strategy for Pervasive KM & Learning for your organization  Build the framework and tools necessary to support the strategy
  • 32. Thank You Optimus BT, 2550 Northwinds Parkway, Suite 140, Alpharetta GA 30009, USA Phone: (770) 569 1240 Fax: (770) 569 1242 Email: info@optimusbt.com Web: www.optimusbt.com Gain insights from the Optimus BT perspective Follow us on