Information Knowledge Management: Processes And Methods

Methods used in Information and Management System

Discuss about the Information Knowledge Management.

With the technological improvement in trends and technologies, the knowledge is becoming the important part of the production for an organization. The key objective of the knowledge management is to focus on the processes of acquisition acquired by the organization, integration of information and knowledge, and others. The information and knowledge management is the process which is used for creation, accumulation, organization and utilization of the knowledge which focuses on achieving the objective of the enterprise and enhances the performance of the goods and services provided by the business. “The program of information and knowledge management works in the direction of developing strategies, cultural values related with the organization, and the workflow of the firm” (Chan, 2011). In the research we have discovered that there are various critical success factors which are associated with information and knowledge management. The implementation of knowledge management will positively benefits and improved the performance of the organization. “The factors which affect the growth of the enterprise are categorised into three modules” (Ngai, 2008) which are information technology whose aim is to capture knowledge for usage of information technology and its management within the firm, secondly is the Organization which can be treated as the collection of “people, culture of the firm, and processes, and lastly the knowledge which is treated as accumulation, utilizing, sharing, ownership, and identification of knowledge” (Petrova, 2011).

This system is composed of case library and the software which helps in retrieving the case related to an activity within an organization. The case library provides the range of good ideas which are based on the critical situation which occurs in others industries and companies and how to tackle with them. The case is the collection of situation of competition, condition related to environment, priorities set for management, based on experience, successful strategy to tackle with the situation, and others. Indexing helps to differentiate and retrieving the case which faces the similar critical situation. The software also has the facility to add new case for further studies.

Group is the medium which promotes sharing of ideas and exchanging of information with other people. The group can be treated as shared mental models because it promotes sharing of ideas and information retrieved from the minds of different people who are being the part of the group. It is the best medium for individual learning program. This system makes use of different hardware and software tools which results in the interaction of business processes.

Case Based Reasoning System

The Electrolux supports Group decision support system method to tackle the situation and to make their system update according to the changing environment. By this method company gets the information about the current situation of the market and customer requirement so that company works in the direction of the demand of the customer. They are working on developing the new technology in refrigerator, washing machine, Dishwasher, Microwave, vacuum cleaners, cookers coolers, and others so that company gains maximum profit and a place in the market.

Information Generation and Sharing:

The robust notification and sharing of information are implemented in environment of organization. This helps in ensuring the participation and ownership of the organization. The Electrolux implemented the administrative control for gathering scientific data in regards of development of strategies. “The company also focuses on the collection of hydrological data, parameters regarding planning, and assessments of actual performance in accordance with the social, environmental, and economic parameters of the organization” (Jagannath, 2013). The information gathered can be used for preparing plans for the organization and plans for emergency response. The Information generation and sharing is comprised of five attributes which are highlighted below:

• Predicting new opportunities for the Electrolux Organization:

This phase aims in redefining the new opportunities in the strategic direction of the organization. “The real time adaptation can be done in the existing working program of the organization” (Singh, 2015).

• Innovation:

It focuses on the collection of design to bring innovation in the organization in order to fetch resources of the organization in the most utilized way.

• Demonstration of transparency and confidence:

Unambiguous statement or plans can be developed in the ethical manner in accordance with community, customers, and employees.

• Delivery of the unique and in a personalized experience:

Data driven plans should be developed according to availability of need and information for meeting the requirement of the organization.

• Works on operating in the real time environment:

Accountability and availability are the tools which help in collecting information about customers.

The Electrolux is to reduce energy consumption done by the appliances. The company is focussing towards improving their quality of service provided to the customer. “They are also working in the direction of reducing the cost of the appliance and designing of equipment with better quality features which helps in bringing the feeling of satisfaction in the customers” (Ullah, 2012). The knowledge management program should work on short term objective as well as long term objective. Periodically the validation of the knowledge management should be checked.

The aim of the knowledge generation and sharing focuses on the building incremental approach in relation to existing asset, partnership, and processes. It also identified the tools and instruments used for improving tactics for generating knowledge, learning processes, and its sharing. The fundamental approach is to find out the organization and behavioural changes observed for implementing the knowledge management program. The Electrolux focuses on the people and the working environment of the organization. The company is carrying out the activities of implementing innovative technologies in their products to match with the requirement of the customer. The modes which are used for collecting information about the requirement of the customer are socialization, combination outsourcing, and internalization.

Tactic Knowledge	Socialization Development of knowledge maps	Externalization Groupware Workflow Intelligent use of Knowledge Customer relationship management (CRM)
Explicit Knowledge	Internalization Tools used for innovative support	Combination Customer relationship management (CRM) Intranet Documents electronic management Business intelligence

Group Decision Support System

 Example:

The focus of the Electrolux Company is to design innovations which meet the requirement of consumer and professional. Knowledge management not only involves the innovative technology usage but also works on developing the cultural changes and sharing of knowledge in the direction of achieving company’s objective with ease. The implementation of knowledge management may bring changes in the organization rules and sharing of information. The implementation of high level knowledge management results in the effective utilization of the resources and assets of the organization. The activities which are associated with the utilization of the company’s resources are development of knowledge strategy, creation, Classification, identification, capturing, transferring, validating and archival, maintenance, measurement, and reporting.

The explicit knowledge is codified and formalized with the identification, storing and retrieving of the information. The knowledge management program effectively works on the facilitation of storage, modification, and retrieval of documents and text necessary in accordance with the firm. Explicit knowledge is collected in databases, notes, memos, and documents.

The tactic knowledge focuses on intuitive knowledge, definition of knowledge, and experience.it is the most crucial way of collecting knowledge from the valuable resources in the direction of uplifting the quality of the product and performance. The company is focussing towards improving their quality of service provided to the customer. They are also working in the direction of reducing the cost of the appliance and designing of equipment with better quality features which helps in bringing the feeling of satisfaction in the customers.

The difference between explicit knowledge and tactic knowledge is defined in the table below:

Particulars	Explicit Knowledge	Tactic Knowledge
Working process for the organization	It focuses on the organization of tasks, process, routine, predictable environment, reusing of codified knowledge, and creation of object of knowledge	It focuses on the spontaneous, improvised version of the processes, unpredictable environment, generation of emergency response, channels for expertizing individuals, and creation of knowledge
Learning capability	The different platforms are offered for learning such as on the job, meeting goal of the work, trial and error methods, self-directed expertizing, and setting of objective	The tactic knowledge can be collected by supervisor, team leader, facilitating and reinforcing ideas and judgement of the business
Teaching	Trainer focuses on designing of the syllabus, selection of the organization which fulfils the requirement of the business	It focuses on developing one to one relationship, internship, on the job training program, competition based, brainstorming, and apprenticeship
Type of thinking	The thinking can be classified into logical, proved by methods, and convergent thinking program	The thinking can be classified as creative ideas, flexible, divergent thinking, and development of insights.
Sharing of the knowledge	Extraction of knowledge in the form of code, electronic discussion, emails, report, and forums	Sharing of the knowledge by making use of network technology, face to face communication, video conferencing, storytelling, chatting, and sharing of the personalize knowledge.
Motivation	Requirement of achieving the specified goal	Leadership, personal contact and etc. are the ways of motivating the employees.
Reward	Competition within the working environment, no rewards are provided for sharing of information	Intrinsic and non-monetary rewards are given to the employees for sharing of information
Relationship	Top down approach is followed from supervisor to team members	Open, friendly and unstructured relationship environment
Technology	The technology should be related with the job, cost efficient and development of professional knowledge	Tools used for selecting personal information, facilitating conversation, moderate development of framework of information technology.
Evaluation	Accomplishment of tangible work	Works on demonstrating performance, and evaluation of the on-going processes

The success of the company and enhancement in the performance of goods and services offered by the organization depends on facilitating capabilities of decision making, learning routing for bringing organizational change, and lastly the stimulation and innovation in the cultural changes of the organization. The fundamental approach is to find out the organization and behavioural changes observed for implementing the knowledge management program. The Electrolux focuses on the people and the working environment of the organization. The effectiveness of knowledge management program can be achieved by focusing on the significance of resource utilization and funding. With the passage of time, the additional information should be added to the roadmap to make it updated according to the requirement of the firm. The assessment of knowledge management in the organization of Electrolux involves the consideration given on people, technology, processes, structure and culture. It will helps in identifying the gap between the existing state and the preferred state. The effectiveness of the program should be measured in terms of anticipated result. The company of Electrolux works by comparing the result of the previous year report with the report of the current year of the organization. The trends and comparison in the result helps in identifying the gaps and flaws of the organization.

Best Alternative

It has been seen that the Electrolux is able to provide better quality of service to the customers. The problem of the customer can be solved within 24 hours of the complaint. The knowledge management program of the Electrolux Company is beneficial in following six ways which are classified below:

Particulars	Description
Produce	The knowledge and system are combined together for developing the knowledge based environment
Response	Monitoring and responding towards the decentralized structure of the workforce
Anticipation	Proactive in formulating issues by making use of knowledge system
Attraction	The satisfied customer provides positive feedback which increases the review rate of the organization which results in attracting new customer towards the organization and increases the sales of the product
Creation	The employees can learn new tactics and skills through the training program and knowledge sharing
Commitment	The long term and short term plans should be developed by making use of knowledge sharing tactics

 The key success factors of the Electrolux organization are illustrated below:

Key success factors	Measures
Motivation of the employees	Number of staff training given
Motivation of the employees	Cost incurred on education per employee
Motivation of the employees	Absence from the working environment
Motivation of the employees	Satisfaction of the employees
Investment carried out on technologies implementation	Innovative technologies
Quality standard	Processes proposed by information technologies
Quality standard	Information system is available

The primary issue is to acquire knowledge correspondence to the controlling of process, estimation of cost, and is benefits. The Electrolux raises its concern in the direction that their existing technologies fulfil their requirement, the need of implementing new technology, and enhancing automation in their organization. “They have undertaken the methodology of developing sustainable product which plays a major role of long term planning of the enterprise” (Linda, 2013). it focuses on the changes which are required in the firm to enhance the performance of their product and services provided to the customer because this will help in raising the level of the satisfaction in the customer. The assessment of knowledge management in the organization of Electrolux involves the consideration given on people, technology, processes, structure and culture. It will helps in identifying the gap between the existing state and the preferred state. The shortcoming of the firm and the assessment report helps in the development of roadmap for the implementation of the knowledge management program. “It helps in changing the economic condition of the business and drivers of the organization” (Alexios, 2013). The effectiveness of the program should be measured in terms of anticipated result. The company of Electrolux works by comparing the result of the previous year report with the report of the current year of the organization. The trends and comparison in the result helps in identifying the gaps and flaws of the organization. The major challenges which the company face are listed below:

• The company is inefficient in identifying and recognize articulate knowledge.
• It is difficult to convert tactic knowledge into explicit knowledge of the resources and assets
• The company phases the barrier of geographical distance
• The company phases the barrier of geographical Language
• The areas of expertise are loosely defined
• Situation of Internal conflicts among the employees of the organization
• Lack of developing the goals related to measuring the performance of the employees and utilization of resources
• Poor training programs
• Cultural and language barrier.

The table shows the challenges faced by the company:

Particulars	Collection of information and codification	Connecting with people and personalization
Direction for searching information and knowledge	Make use of database, internal, and external sources Content of the architectural support Support of information services Best practices use for data mining and action analysis	Leaning and gathering information and knowledge from the working group of the organization. Looking forward for expertise directories Tools used for finding and facilitating collection of information. Example: Groupware Response of the team
Browsing	Cultural support of the organization Awareness in regards of profiles and databases Selection of the processes for altering the working and the management technique of the organization	Cultural support of the organization Libraries and groupware Attendance regarding travel and meeting

Conclusion:

The program of information and knowledge management works in the direction of developing strategies, cultural values related with the organization, and the workflow of the firm. In the research we have discovered that there are various critical success factors which are associated with information and knowledge management. The implementation of knowledge management will positively benefits and improved the performance of the organization. The Electrolux supports Group decision support system method to tackle the situation and to make their system update according to the changing environment. By this method company gets the information about the current situation of the market and customer requirement so that company works in the direction of the demand of the customer. The assessment of knowledge management in the organization of Electrolux involves the consideration given on people, technology, processes, structure and culture. It will helps in identifying the gap between the existing state and the preferred state.

References:

Chan, R. (2011). The importance of Knowledge management in organization. 1st ed. [ebook] Available at: https://issbs.si/press/ISBN/978-961-92486-3-8/papers/ML11-1.pdf [Accessed 5 Dec. 2016].

Ngai, E. (2008). The role of tactic and explicit knowledge in the workplace. 1st ed. [ebook] Available at: https://ww.basicknowledge101.com/pdf/KM_roles.pdf [Accessed 5 Dec. 2016].

Jagannath, S. (2013). Tactic Knowledge versus Explicit Knowledge: Approaches to knowledge management practice, [online] 2(3). Available at: https://www.fraserhealth.ca/media/Tacit-vs-Explicit%20Knowledge%20Transfer.pdf [Accessed 5 Dec. 2016].

Petrova, K. (2011). Knowledge generation and sharing by multilateral development banks. 1st ed. [ebook] Newzealand. Available at: https://wpqr4.adb.org/lotusquickr/ecg/Main.nsf/0/EDE45E021D3B496F48257C0B005525DB/$file/04a%20-%20Draft%20ECG%20Knowledge%20Synthesis%20Paper.pdf [Accessed 5 Dec. 2016].

Singh, S. (2015). The impact of knowledge management on organization performance. 1st ed. [ebook] Available at: https://www.ebrjournal.net/ojs/index.php/ebr/article/viewFile/85/pdf [Accessed 5 Dec. 2016].

Ullah, K (2013). The role of organization culture in the knowledge management process. IOSR Journal of Computer Engineering (, [online] 2(3). Available at: https://www.emeraldinsight.com/toc/jkm/19/3 [Accessed 5 Dec. 2016].

Linda, M (2012). Knowledge management and knowledge based marketing. Available at: https://www.businesschemistry.org/downloads/articles/Issue05-2007_62.pdf [Accessed 4 Dec. 2016].

Alexios, V (2013). Knowledge Management: A content Analysis. Available at: https://www.google.co.in/url?sa=t&rct=j&q=research%20paper%20pdf%20on%20knowledge%20management&source=web&cd=2 [Accessed 4 Dec. 2016].