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Friday, December 21, 2007

Eight Tips for Knowledge Management Projects

“The dogmas of the quiet past are inadequate to the stormy present. The occasion is piled high with difficulty, and we must rise with the occasion. As our case is new, so we must think anew and act anew.” --Abraham Lincoln

Project leaders in customer service organizations today will admit that effective knowledge transfer is a crucial element to resolving customer problems. When done correctly, knowledge transfer accelerates problem resolution processes, fuels customer satisfaction and leads to greater organizational efficiency.

Organizations invest in processes and technologies that enable them to create, manage and publish knowledge, and that allow them to find, retrieve and share the enterprise’s knowledge across all support channels. Without formal knowledge management processes, companies would be unable to share knowledge with their customers, partners and employees.

When organization leaders consider investing in an enterprise-level knowledge management (KM) initiative, they generally conduct a detailed analysis of how to effectively tackle a project of such magnitude. Companies want to know how to best prepare for such projects, what pitfalls to avoid, and how to measure results that are generated from their KM implementation. They scrutinize internal short-term and long-term needs, organizational objectives and resources, customer needs, system requirements and technology implications. Companies conduct knowledge assessments, system assessments and develop a roadmap by which to guide the initiative. They consider the role of and impact on stakeholders, end users, partners, internal teams, customers and outside vendors. They try to anticipate and quantify the impact of the knowledge management project in their business processes, operations and ROI.

No amount of analysis and planning, however, will uncover every potential challenge or roadblock. Here, practitioners who have been through successful large scale knowledge management initiatives share their insights and lessons learned.

Tips
1. Over-communicate
“You can never underestimate the change management. Requirements, which go along with projects like these,” according to Mike Gower, Director of Training at MA Consulting. “You need a shared vision, supported and driven throughout the company from the highest levels of the organization.” Communicate regularly throughout all the phases of the project with business stakeholders and end-users. Follow a communication plan that keeps all parties included and responding. “You are going to be taking people outside of their comfort zone and they need to understand what you are doing. You can never over-communicate with a project like this,” said Gower.

2. Recruit the right people for the project
Identify and recruit the right people with the right skill sets from the start, making sure their skill sets align with the assigned tasks and responsibilities. Maintain a consistent vision throughout the implementation project. A knowledge manager at a leading insurance carrier suggests that practitioners ask themselves “whether the people who defined the specifications have been involved all the way through the implementation. Sometimes as people change in a project, it is easy to lose sight of what you originally thought versus what the new folks thought as they were introduced into the project.”

3. Solicit end-user input in the solution design
Involve end users in content identification, design and testing. Consider involving different representatives from different departments. These representatives should help identify sources of content; validate, enter and test content; help design the user experience; and provide feedback on which information should be made public for employees and customers. Such contributions will lead to greater user adoption.

4. Encourage user adoption with incentives
Employees may be reluctant to move out of their comfort zones or embrace new processes. Help employees understand the desired results and how they will be measured. Then, develop ways to recognize and reward individuals who adapt to the changes in the system to encourage its use. Rewarding and recognizing employee efforts to share knowledge are a powerful way to encourage this activity.

5. Identify content gaps and duplicates
Eliminate redundancy and pieces of content that overlap. Although content scrubbing is
an ongoing process, more scrubbing in the early phases of the KM project can help
make content more usable and help improve user adoption since users are able to quickly
locate the right content and do not have to go through duplicate content. A centralized knowledgebase provides visibility to content overlaps between teams.

6. Know the needs of your end users
Understand how language components impact search accuracy. Identify user search behaviors and consider search rules to improve the user’s experience. Understand how people use the resources they have available today. Understand the slang for key concepts, and how people from different departments may approach the same information but from different perspectives. These observations will provide excellent input for creating the first round of search rules for accuracy and efficiency.

7. Keep the end goal clearly in mind
Periodically evaluate how well you are adhering to your original specifications. It is important to make sure that decisions on whether to expand the effort or to maintain the effort are based on your business needs and the timing you are trying to achieve.

8. Consider the impact on existing business processes
Identify and understand all the existing processes that will no longer work with the new system so that these can be addressed. You need to understand the processes that will change and what is going to break or be different as you go into the implementation phase of your investigation.

Sunday, December 2, 2007

Social Business Entrepreneurs Are the Solution- Article by Professor Muhummad Yunus

Taken from http://www.grameen-info.org/
Social Business Entrepreneurs Are the Solution

Capitalism is Interpreted too Narrowly
Many of the problems in the world remain unresolved because we continue to interpret capitalism too narrowly. In this narrow interpretation we create a one-dimensional human being to play the role of entrepreneur. We insulate him from other dimensions of life, such as, religious, emotional, political dimensions. He is dedicated to one mission in his business life ---- to maximize profit. He is supported by masses of one-dimensional human beings who back him up with their investment money to achieve the same mission. The game of free market works out beautifully with one-dimensional investors and entrepreneurs. We have remained so mesmerised by the success of the free market that we never dared to express any doubt about it. We worked extra hard to transform ourselves, as closely as possible, into the one-dimensional human beings as conceptualised in theory to allow smooth functioning of free market mechanism.

Economic theory postulates that you are contributing to the society and the world in the best possible manner if you just concentrate on squeezing out the maximum for yourself. When you get your maximum, everybody else will get their maximum.

As we devotedly follow this policy sometimes doubts appear in our mind whether we are doing the right thing. Things don't look too good around us. We quickly brush off our doubts by saying all these bad things happen because of "market failures"; well-functioning market cannot produce unpleasant results.

I think things are going wrong not because of "market failure". It is much deeper than that. Let us be brave and admit that it is because of "conceptualisation failure". More specifically, it is the failure to capture the essence of a human being in our theory. Everyday human beings are not one-dimensional entities, they are excitingly multi-dimensional and indeed very colourful. Their emotions, beliefs, priorities, behaviour patterns can be more aptly described by drawing analogy with the basic colours and millions of colours and shades they produce.

Social Business Entrepreneurs Can Play a Big Role in the Market
Suppose we postulate a world with two kinds of people, both one-dimensional, but having different objectives. One type is the existing type, i.e. profit maximizing type. Second type is a new type, who are not interested in profit-maximization. They are totally committed to make a difference to the world. They are social-objective driven. They want to give better chance in life to other people. They want to achieve their objective through creating/supporting sustainable business enterprises. Their businesses may or may not earn profit, but like any other businesses they must not incur losses. They create a new class of business which we may describe as "non-loss" business.

Can we find second type of people in the real world ? Yes, we can. Aren't we familiar with "do-gooders" ? Do-gooders are the same people who are referred to as "social entrepreneurs" in formal parlance. Social entrepreneurism is an integral part of human history. Most people take pleasure in helping others. All religions encourage this quality in human beings. Governments reward them by giving tax breaks. Special legal facilities are created for them so that they can create legal entities to pursue their objectives.

Some social entrepreneurs (SE) use money to achieve their objectives, some just give away their time, labour, talent, skill or such other contributions which are useful to others. Those who use money may or may not try to recover part or all of the money they put into their work by charging fee or price.

We may classify the SEs, who use money, into four types :
i) No cost recovery
ii) Some cost recovery
iii) Full cost recovery
iv) More than full cost-recovery

Once a SE operate at 100% or beyond the cost recovery point he has entered the business world with limitless possibilities. This is a moment worth celebrating. He has overcome the gravitational force of financial dependence and now is ready for space flight ! This is the critical moment of significant institutional transformation. He has moved from the world of philanthropy to the world of business. To distinguish him from the first two types of SEs listed above, we'll call him "social business entrepreneur" (SBE).

With the introduction of SBEs, the market place becomes more interesting and competitive. Interesting because two different kinds of objectives are now at play creating two different sets of frameworks for price determination. Competitive because there are more players now than before. These new players can be equally aggressive and enterprising in achieving their goals as the other entrepreneurs.

SBEs can become very powerful players in the national and international economy. Today if we add up the assets of all the SBEs of the world, it would not add up to even an ultra-thin slice of the global economy. It is not because they basically lack growth potential, but because conceptually we neither recognised their existence, nor made any room for them in the market. They are considered freaks, and kept outside the mainstream economy. We do not pay any attention to them, because our eyes are blinded by the theories taught in our schools.

If SBEs exist in the real world, it makes no sense why we should not make room for them in our conceptual framework. Once we recognise them supportive institutions, policies, regulations, norms, and rules will come into being to help them become mainstream.

Market is always considered to be an utterly incapable institution to address social problems. To the contrary, market is recognised as an institution significantly contributing to creating social problems (environmental hazards, inequality, health, unemployment, ghettoes, crimes, etc.). Since market has no capacity to solve social problem, this responsibility is handed over to the State. This arrangement was considered as the only solution until command economies were created where State took over everything, abolishing market.

But this did not last long. With command economies gone we are back to the artificial division of work between the market and the State. In this arrangement market is turned into an exclusive playground of the personal gain seekers, overwhelmingly ignoring the common interest of communities and the world as a whole.

With the economy expanding at an unforeseen speed, personal wealth reaching unimaginable heights, technological innovations making this speed faster and faster, globalisation threatening to wipe out the weak economies and the poor people from the economic map, it is time to consider the case of SBEs more seriously than we did ever before. Not only is it not necessary to leave the market solely to the personal-gain seekers, it is extremely harmful to mankind as a whole to do that. It is time to move away from the narrow interpretation of capitalism and broaden the concept of market by giving full recognition to SBEs. Once this is done SBEs can flood the market and make the market work for social goals as efficiently as it does for personal goals.

Social Stock Market
How do we encourage creation of SBEs ? What are the steps that we need to take to facilitate the SBEs to take up bigger and bigger chunks of market share ?

First, we must recognise the SBEs in our theory. Students must learn that businesses are of two kinds : a) business to make money, and b) business to do good to others. Young people must learn that they have a choice to make --- which kind of entrepreneur they would like to be ? If we broaden the interpretation of capitalism even more, they'll have wider choice of mixing these two basic types in proportions just right for their own taste.

Second, we must make the SBEs and social business investors visible in the market place. As long as SBEs operate within the cultural environment of present stock markets they'll remain restricted by the existing norms and lingo of trading. SBEs must develop their own norms, standards, measurements, evaluation criteria, and terminology. This can be achieved only if we create a separate stockmarket for social business enterprises and investors. We can call it Social Stock Market. Investors will come here to invest their money for the cause they believe in, and in the company they think is doing the best in achieving a particular mission. There may be some companies listed in this social stock market who are excellent in achieving their mission at the same time making very attractive profit on the side. Obviously these companies will attract both kinds of investors, social-goal oriented as well as personal-gain oriented.

Making profit will not disqualify an enterprise to be a social business enterprise. Basic deciding factor for this will be whether the social goal remains to be enterprise's over-arching goal, and it is clearly reflected in its decision-making. There will be well-defined stringent entry and exit criteria for a company to qualify to be listed in the social stock market and to lose that status. Soon companies will emerge which will succeed in mixing both social goal and personal goal. There will be decision-rules to decide upto what point they still qualify to enter the social stock market, and at what point they must leave it. Investors must remain convinced that companies listed in the social stock market are truly social business enterprises.

Along with the creation of the Social Stock Market we'll need to create rating agencies, appropriate impact assessment tools, indices to understand which social business enterprise is doing more and/or better than others --- so that social investors are correctly guided. This industry will need its Social Wall Street Journal and Social Financial Times to bring out all the exciting, as well as the terrible, news stories and analyses to keep the social entrepreneurs and investors properly informed and forewarned.

Within business schools we can start producing social MBAs to meet the demand of the SBEs as well as preparing young people to become SBEs themselves. I think young people will respond very enthusiastically to the challenge of making serious contributions to the world by becoming SBEs.

We'll need to arrange financing for SBEs. New bank branches specialising in financing social business ventures will have to come up. New "angels" will have to show up on the scene. Social Venture Capitalists will have to join hands with the SBEs.

How to Make a Start
One good way to get started with creating social business enterprises would be to launch a design competition for social business enterprises. There can be local competition, regional competition and global competition. Prizes for the successful designs will come in the shape of financing for the enterprises, or as partnership for implementing the projects.

All submitted social business proposals can be published so that these can become the starting points for the designers in the next cycles, or ideas for someone who wants to start a social business enterprise.

Social Stock Market itself can be started by a SBE as social business enterprise. One business school, or several business schools can join hands to launch this as a project and start serious business transactions.

Let us not expect that a social business enterprise will come up, from its very birth, with all the answers to a social problem. Most likely, it will proceed in steps. Each step may lead to the next level of achievement. Grameen Bank is a good example in this regard. In creating Grameen Bank I never had a blue-print to follow. I moved one step at a time, always thinking this step will be my last step. But it was not. That one step led me to another step, a step which looked so interesting that it was difficult to walk away from. I faced this situation at every turn.

I started my work by giving small amount of money to a few poor people without any collateral. Then I realised how good the people felt about it. I needed more money to expand the programme. To access bank money, I offered myself as a guarantor. To get support from another bank, I converted my project as the bank's project. Later, I turned it into central bank project. Over time I saw that the best strategy would be to create an independent bank to do the work that we do. So we did. We converted the project into a formal bank, borrowing money from the central bank to lend money to the borrowers. Since donors became interested in our work, and wanted to support us, we borrowed and received grants from international donors. At one stage we decided to be self-reliant. This led us to focus on generating money internally by collecting deposits. Now Grameen Bank has more money in deposits than it lends out to borrowers. It lends out half a billion dollars a year, in loans averaging under $ 200, to 4.5 million borrowers, without collateral, and maintains 99 per cent repayment record.

We introduced many programmes in the bank --- housing loans, student loans, pension funds, loans to purchase mobile phones to become the village telephone ladies, loans to beggars to become door-to-door salesman. One came after another.

If we create the right environment, SBEs can take up significant market share and make the market an exciting place for fighting social battles in ever innovative and effective ways.

Lets get serious about social business entrepreneurs. They can brighten up this gloomy world.