Too MANY Files – Why we need Knowledge Management
Last week, I wrote about my experiences starting a job with no files, no procedures, and no processes in place. My predecessor took all the knowledge with her and didn’t leave anything behind. But then I heard from a reader who reported the OPPOSITE end of the spectrum: starting a job with too many files and pieces of paper that haven’t been organized in any useful way.
Yes, dear readers, there are always opposite ends of the spectrum and somewhere in between we hope to find some balance!
But when we enter a new organization that has too much information that hasn’t been managed, what we find is this:
Outdated information leads to outdated decisions.
Newer information that can be lost in the shuffle and difficult to locate.
The awkward position of determining what information is valuable and what is not.
A situation where you need to determine how to sort and manage this information going forward.
Managing data and information informs us about the world around us and the environment in which we operate; this is how we create knowledge that is applicable in our daily decision making. It also helps us create useful services for our members and other stakeholders. But in a situation where files and piles have built up over time, you also need to break down the silos of activity and the silos of thinking.
“This is the way we’ve always done it” gets in the way of “here’s a better way to do it.” Knowledge management systems need to be incorporated across the entire organization in order to support successful outcomes. Information hoarding by individuals or teams will undermine any efforts to put a useful system in place, so make sure to do the following:
Get the entire team involved across all functions. People support that which they help create.
Educate the team about how knowledge management can improve everyone’s outcomes and streamline their workflow.
Put a process in place that is not cumbersome and difficult. If you make it hard, the team won’t do it and you will be right back where you started with messy files that no one understands.
Regularly collect knowledge from staff and volunteers through worksheets and interviews. This builds history and provides a reference point should someone leave unexpectedly.
Whether you are at the extreme poles of no files or too many files, a dedicated and thoughtful approach to knowledge management increases the value of this most important asset.
We must make time for knowledge management or we will always be chasing what we need to succeed.
More on this topic: Check out the Second Wednesday series webinar on “Creating a Knowledge Management System” presented by Cecilia Sepp, CAE, CNP, Wednesday, November 8 at 9 am ET. More info on our education website.
