development of knowledge management toolbox for smes

• Kaya Sivalingam •

Wiesbaden Business School • Hochschule Rhein-Main

Hochschule RheinMain

17th Dec 2011

Development of Knowledge Management Toolbox for SMEs

Innovation and Knowledge Management

Prof.Dr.North

Wiesbaden Business SchoolWS2011/12




27th Dec 2011

Agenda

1. Introduction– Two main purposes of the Thesis– Purpose of the KM-Toolbox

2. KM-Tools

3. KM-Tools of SME‘s in Rosario– Most common KM-tools– Company examples

4. KM-Toolbox– Creating a KM-Toolbox– Finished KM-Toolbox

5. Conclusion




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1.Introduction- Two main purposes of the Thesis

1) Collect all possible tools

• Must be:

Easy to use

Just-in-time

Ready to connect

2) Create a KM-Toolbox

• Systematization along the knowledge ladder• Defining what function KM-tools should fulfill




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1. Introduction- Purpose of a KM-Toolbox

Why KM-Toolbox?

numerous KM-tools with different functions

A Toolbox organizes tools – Tools can be found easily – User knows the function of each tool

(f.i screwdriver is used to tighten or loose screws)

It eases to find the right tool




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2. Knowledge Management Tools




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2.KM-Tools-Organisational tools

• Competence Matrix– Who knows what?

• Yellow pages– lists of internal experts

• Libraries – dictionaries, handbooks, documents

• Databank – market data, customer data

Stefan Maria Julia

Word xxx xx x

Excel x x xxx

Power Point

xx xxx xx




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2.KM-Tools: Tools for exchanging

• Email• Intranet

– Company‘s internal website for employees

• Instant messaging– for a quick exchange of information

• Newsletter– being updated

• Video conference




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2.KM-Tools- Tools for exchanging in groups

• Communities of Practice• Communication Forum

– Platform for discussions and debates

• Wiki– Encyclopedia

• Blog

f.i Travel blog




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2.KM-Tools-Encourage Creativity

• Suggestion scheme– Drop-in box for ideas

• Spare time– f.i 10% of working time on other

projects

• Idea competition– best idea will be rewarded

• Typical creativity techniques – Brainstorming,mind mapping




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2.KM-Tools-getting together

Various forms of meetings:• Expert meeting

– F.i. for getting advices• Knowledge café

– people move from table to table after 10-15min

• Story telling – sharing experience

• Employees breakfast– Informal way of getting

together




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2.KM-Tools- educational tools

• Seminars, Coaching• Mentoring

– Expert trains his successor• Job rotation

– Changing task in a period• Project learning

– Including an employee in a project




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2.KM-Tools - external knowledge

• Experts/Consultants– F.i for special projects like Mergers&Acquisitions

• Patents– F.i for producing drugs or constructing a special machines

• Business Alliances and cooporation– F.i businesses from same sector share risks/chances




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3. KM Tools of SMEs in Rosario




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3.KM-tools of SMEs in Rosario-most common tools

• Trend/Market Analysis• Trade fairs• Internet• Business travels• Participating on seminars and courses• Intensive Customer management (emails,phonecalls, pre-and

after-sale service)• Teamwork• Meetings• Brainstorming• Fileservers, back up on CDs




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3.KM-Tool of SMEs in Rosario

Kretz• Idea creation competition among emloyees• Collaboration with the University of Rosario

– Offers MBA program for Kretz employees

• Own football playground, room with Ping Pong table, football table

• Gantt Chart with the company goals • LCD Monitor that

– displays the company performance in comparision with the peer group

– shows the current stage of the production to avoid production errors

• Information Manangement System– provides information about the quality and production of a product

for further improvement




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3.KM-Tools of SMEs in Rosario

KIP• Facebook

– To get in touch with potential customers• Cooperation with PyMEXPORTA

– To recieve data/knowledge about exportation

Neo Soft• Scorecard

– For measuring financial goals




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3.KM-Tools of SMEs in Rosario

Open Automation• Alliance with Siemens

– which offers courses• Practica Profesional Supervisadadas

– system where students can participate on projects during their studies (encourage future employment)

Bioceres• Scientific cooperation with CONICET

– for product testing• Aquisition of patents

– For machines• Regular football matches

– For building team spirit




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4. The Knowledge Management Toolbox




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4.Creating a KM-Tool Box- Knowledge Management ladder

Business goals -> KM goals




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4.Creating a KM-Toolbox- a Tool‘s function

What functions should a tool fulfill?

1) Allow transparency• Indentifying what information, knowledge and competencies

exist in the company

2) Make available• Should make relevant information, knowledge and

competencies available

3) Exchange and learning• Should allow to exchange information, knowledge and

competencies




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4.The KM-Toolbox: with tools

Sequence of KM actionsKnowledge stairs

1.Allow transparency 2.Make available 3.Exchange and learning

Information Where can I find which Information?•Databank•Libraries

Which user of the organization needs which information in which format?•Newsletter•blogs • manual•wiki

How can I exchange current Information?

•Intranet•Videoconference•email

Knowledge Who knows what or who is responsible for a specific issue?•Yellow pages

How can be knowledge edited context-wise?•Suggestion scheme•Creativity techniques•Meetings•Spare time•patents

How can I exchange knowledge and experiences?•Meetings•Communities of Practice •Story Telling•Mentoring•Video conference•Communication forum •Employees breakfast

Competency Who is able to do what?•Competency matrix

How can I obtain competencies from others right away?•Experts•Coaching•Mentoring

How can I or the team obtain competencies quickly?•Team work•Project learning•Job rotation




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5.Conclusion

• All activities that contributes in sharing, generating or distributing knowledge can be seen as KM-Tool

• Not all tools fit in all organizations!• Find the right combination of tools according to the business

goals, corporate culture and the company‘s infrastructure and hierachical structure

• Due to flat hierachy level the SMEs in Rosario had to put less effort in motivating their employees

• Remove barriers (limited time and budget) and motivate employees for an effective KM-Tool application




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Thank You For Your Attention!




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• Business Alliances (2011): Maps of World. Finance. Your Window to the World, URL: http://finance.mapsofworld.com/corporate-finance/hybrid-financing/business-alliances.html,Abruf: 16.09.2011

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• Güldenberg, S. (2003): Wissensmanagement und Wissenscontrolling in lernenden Organisationen. Ein systemtheoretischer Ansatz (4.Auflage) Wiesbaden: GWV-Fachverlag GmbH

• Herbst, D. (2000): Erfolgsfaktor Wissensmanagement. Berlin: Cornelsen Verlag• Mittelmann,A. (2011): Werkzeugkasten Wissensmanagement. Mehr als 60

Methoden praxisnah erklärt. Nordestedt: Books on Demands GmbH • North, K. (2009): Gesamtkonzept Wissensmanagement• North, K. (2011): Wissensorientierte Unternehmensführung. Wertschöpfung

durch Wissen (5.Auflage). Wiesbaden: Gabler Verlag• North, K. (2011a): Evaluation des Wissensmanagement: Wie effizient und

umfassend können sie diese Fragen Ihrer Organisation beantworten

http://finance.mapsofworld.com/corporate-finance/hybrid-financing/business-alliances.html,Abruf

http://finance.mapsofworld.com/corporate-finance/hybrid-financing/business-alliances.html,Abruf