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What’s the biggest loss when an employee leaves or moves to a different level or different company?
Biggest loss or threat to any company in these cases is the knowledge gained by the employee in the due course of time. Knowledge Management works as an effective tool for the company to build a strong information database which will not only capture and manage the knowledge gained by various employees but would also facilitate new/old employees to take important business critical decisions based on that information.
- Is it easy to collaborate and gather the right information at the right time?
- Is all the knowledge within a company documented?
- Is relevant information / knowledge available to all employees?
- And what happens when an employee leaves the company?
- What is this knowledge that we are talking about?
- Was contacting a colleague in another department who had to search for the required information manually, was to say the least, extremely chaotic and time-consuming.
- Centralized Storage System
- Searchable documents and designs
- Approval process to control document update/additions
- Different access rights to Knowledge sharing
- Version Controlling of documents
- Online Submission of Document Request.
- MIS Reports
- If knowledge is the lifeline of a company, then “on the fly” knowledge retrieval is essential to ensuring profitability, employee / customer satisfaction and business efficiency.
- By implementing Teamworks Insight - knowledge management a company’s structured and unstructured data quickly becomes available to all, turning the enterprise from ‘knowledge-hungry’ to ‘knowledge-centric’ company.
- You can assign access rights to restrict who can view what data
- Foster more collaboration and information sharing by assuring that employees can connect with the right people and get the right information to address any business issue or opportunity
- Improves Networking of individuals within the company
- Improves the business process & efficiency in the tasks assigned to each individual in the company.
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Knowledge Management System
I) Objective
Knowledge Management system enables companies to manage their documents such as tenders, designs, proposals, manuals, reports, correspondence etc in a soft copy format which can later be used to search any type of stored documents. Main Features of Knowledge management System are:
a. Centralized Storage System
b. Searchable documents and designs
c. Approval process to control document update/additions
d. Version Controlling of documents
e. Online Submission of Document Request.
f. MIS Reports
II) How to Implement
a) Centralized Storage System
The software has been developed on Lotus Domino / Notes platform. All documents/emails processed by the Knowledge Management application will be accessible through this server.
Application will be implemented with on an agreed hierarchy to provide efficient management and usage. Example hierarchy:
Your Company
Branch
Finance Department
IT Department
Design Department
Planning and Implementation Department
b) Searchable Documents and Design
Knowledge Management application has been designed to accept emails, documents in soft copies and even scanned documents. Design ensures that users will be allowed to search the document in an effective manner.
Apart from the attachment or basic information, each document would also consist of certain key-fields which would allow easy management and searching of these documents.
Email Attachments: Application would facilitate all users to directly copy and paste an email to this application and the application would automatically extract the attachments from the email and ask for relevant information before storing the attachment.
Treatment of documents in Hard-copy: Each hard-copy document will be scanned and stored in the Knowledge Management application. Scanned copies will then be passed-thru an OCR Application to make it searchable and if required both the copies (image and text) will be stored together. This would ensure that all document stored in the application are searchable.
Each document when incorporated needs to be validated/approved by predefined approvers.
c) Approval process to control document update/addition
Knowing the importance of each document users will have a choice to either get the document approved from a predefined list of users or select their own list of users. Depending upon the type of document, management can decide whether the approval process needs to be fixed or variable.
Only fully-approved document will be available for search to ensure that no-partially or unapproved documents are used by end-users.
d) Version Control of Documents
With passage of time there are many changes a document goes through and often its learned that one needs to roll-back the document to its previous state.
Application would consider each change in a document as a different version and keep all the copies as different versions of the document. Along with these versions, a modification history will be maintained to ensure that if required, audits can be conducted on the same.
e) MIS Reports
The following MIS reports have been incorporated in the system
i. Activity Report
ii. Report by Department
iii. Report by Users
iv. Usage Report
v. Report Designer |
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