With the consolidated findings from the assessment we will create a document containing the following elements:
- For each defined area: a visual representation of the main knowledge sources, flows and usage.
- A condensed description of the relevant knowledge and information pieces
Evaluation The results of this evaluation represent the current state of each examined section of the organization. It is the baseline for further investigation and the improvement process which is a crucial part of the overall knowledge strategy.
As part of the evaluation we will create maturity diagrams for each examined section as a starting point. These diagrams show the in knowledge management maturity in the following dimensions:
- Impact in reaching organizational goals
- Surrounding conditions
- Rules of the game / collaboration
- Knowledge Resources
- Information Resources
The current state can be compared with a desired state or minimal maturity needed in such organizations. This is a preliminary evaluation. A detailed evaluation will be done later (See 4.3.4 Section Comparing with Best Practices) An example of a graph is shown below.
Knowledge Map Creation (Current State)
Definition: A Knowledge Map is a Guide to, or inventory of, an organization's internal or external repositories or sources of information or knowledge. These sources may include people, processes, documents, files, databases, recordings of best practices or activities, or webpages.
For each covered section a Knowledge Map will be derived out of the results from the assessment. This visual representation contains the following elements:
- Knowledge/Information Sources with importance indicator
- Knowledge/Information Storage with location
- Knowledge/Information Use / Users
- Knowledge/Information Flow with estimated intensity
The format of the Knowledge Map will be chosen according to the findings. The currently most promising formats are the graphs used in Social Network Analysis (SNA).
Definition: "Social Network Analysis is the mapping and measuring of relationships and flows between people, groups, organizations, computers or other information/knowledge processing entities." (Valdis Krebs, 2002). Social Network Analysis (SNA) is a method for visualizing our people and connection power, leading us to identify how we can best interact to share knowledge.
The example shows how the people or sources are connected by knowledge flows. We see in this case that the flow from the yellow group to the green group goes through KF and LF. These two nodes are in this case critical for the flow.
Result: Knowledge Map, SNA Diagram
Comparison with Best Practices
This activity contains two steps:
1. Find similar organizations to compare: For each assessed section we will search for examples and best practices with similar characteristics. In most cases, there is normally not a 1:1 mapping with other organizations. Therefore we collect Best Practices out of our experience, know-how and literature which fit certain parts of a section.
2. Compare: For each important knowledge flow shown in the knowledge map will be compared and the differences will be listed.
Out of the listing of differences the most important gaps will be identified. These are any gaps in high usage knowledge flows or large gaps in low/medium usage knowledge flows. We also include gaps where the needed knowledge sources are missing. The findings and the list of gaps will be verified with selected representatives (Stakeholder, SMEs) in the related sections through interviews (sharing the findings and discussion of the gaps).
Current State Assessment and Gap Analysis Presentation
This status meeting reviews the initial data collected and analysis results as described above. The focus of the meeting will be:
- Presentation and discussion of the findings
- Collection of first impressions
- Comparing the different sections
- Getting feedback for:
- General progress
- First reason indicators
- Evaluation focus
- Sign off of the phase