How to realize knowledge management with collabora

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How to realize knowledge management with collaborative OA

as a new application in informatization, knowledge management has recently attracted more and more attention from users. We believe that the excellent organization in the future must be a learning organization based on knowledge management

however, as the development of knowledge management is still in the initial stage of development, there are certain differences and cognitive ambiguity between customers and manufacturers on the definition of the scope and application of knowledge management. From the perspective of the market, many manufacturers are selling expensive knowledge management software. The cost of each license of foreign knowledge management software is as high as 10000 yuan, which users simply cannot afford. On the other hand, in fact, in the daily work of users, a large number of potential knowledge is scattered in countless computers, isolated and forgotten, and difficult to play a role. Therefore, this paper focuses on discussing with readers how to use the existing cost-effective systems such as OA, follow the direction and concept of knowledge management, apply at different levels, and give full play to the value of knowledge

Discussion on the concept and application of knowledge management

definition of knowledge: knowledge is a kind of valuable information for individuals. In a broad sense, due to the difference of personal value orientation, any information has the possibility of becoming knowledge. Obviously, we don't want to discuss this kind of personalized knowledge here. Although you may be the "corn" or "jelly" of super girl voice, you can use Google and Baidu to collect, screen and store a large number of valuable knowledge on the Internet, which is useful for you to find the right place to install tension (pressure) sensors and directly sensitive to the load imposed on the test piece, but these "knowledge" is of no value to the organization. Here we discuss the narrow sense of knowledge - organizational knowledge

organizational knowledge: it is a kind of valuable information for the organization. The information in the organization is systematically collected, screened, classified, stored and shared, and the information that was originally around us will be extracted into knowledge (hereinafter referred to as knowledge)

organizational knowledge type: from the perspective of media type, the early stage was mainly paper documents. With the popularity of computers, digital information or electronic information has become the dominant, and the format has expanded from the original unstructured text to multimedia (such as video) and structured forms. In terms of the content of knowledge, in the early stage, it mainly focused on official documents, contracts, plans, summaries, drawings and forms, and the remarkable feature was the static results. Now organizations began to pay attention to the retention of the process of operation and management as the expansion and extension of knowledge

knowledge level: even in the same organization, different knowledge has different positive or even negative values (risks) for different individuals. Rules and regulations are a common phenomenon in organizations as public knowledge. Newcomers to the unit basically learn these knowledge first, while financial statements or salary data are confidential to most people, but for the same newcomer, such as the new general manager, it is one of the most important knowledge. Similarly, drawings or processes are of no value to most people, even if they are open to everyone to learn. Therefore, we will find that knowledge is hierarchical, which is divided into three levels: open or basic knowledge, professional knowledge and special knowledge

organizational guarantee: in traditional organizations, such roles as office director or document manager have become commonplace as early knowledge managers, but such traditional roles, both in terms of experience and quality, are only limited to the result management of knowledge, or even just a security guard in charge of the key, and can not meet the needs of knowledge management now or in the future. Therefore, it is necessary to set up special knowledge managers. The experience of foreign CKOS (Chief Knowledge executives) can also be used for reference by domestic enterprises. People with this quality can truly manage knowledge. In addition, due to the popularity of computers, the storage of traditional knowledge in the form of individual brain experience has become more and more digital. The traditional management method only focuses on the most core information in the organization, such as official documents. Now it is necessary to establish a wider range of knowledge management, and even require each department to have a knowledge manager or a secondary knowledge manager to force the collection of knowledge to expand to the department level, Establish a central knowledge base and a secondary knowledge base

knowledge management: literally, knowledge management is the jurisdiction and governance of organizational knowledge. The concept of management covers the collection and application of knowledge. From the perspective of state, knowledge is divided into explicit knowledge and tacit knowledge. In an organization, the amount of tacit knowledge is often much greater than the reserves of explicit knowledge. Therefore, there should be corresponding incentive (positive and negative incentive) system guarantee to promote the transformation from tacit knowledge to explicit knowledge, From the concept of theory, on the premise of having a knowledge manager, the knowledge manager must establish a series of rules such as knowledge collection process, screening conditions, classification rules, shared permissions, learning plans, knowledge life cycle management, etc., so as to maximize the value of knowledge diffusion and utilization. Therefore, the author believes that knowledge management can be divided into two categories and stages: knowledge formation and sharing. Ideally, it will continue to circulate through organizational guarantee and information means

how to use collaborative OA for knowledge management

obviously, after understanding the importance of knowledge management, many organizations will consider bringing knowledge into the management category, but most of the knowledge management software on the market is designed for static knowledge. Although it can constantly update and add knowledge, it obviously lacks management process knowledge, such as decision-making process, approval process, etc, Therefore, there are great defects in the integrity of knowledge system. And this kind of software is mostly designed for the application of a few people in the organization, emphasizing retrieval, content management, learning assessment, etc. the scope of application is narrow and expensive, which makes users flinch. In contrast, in recent years, the development of other management software, such as OA, HR, CRM manufacturers have begun to pay attention to the importance of knowledge management, and the applications and functions of knowledge management have begun to extend and develop from these software. It should be said that the future of knowledge management as a single-purpose software is not clear, and it will become a part of all kinds of management software with more obvious application characteristics and disappear, Just as the pager was eliminated by text message, it will pose a strong challenge to MP3. Therefore, users may wish to pay attention to those software with knowledge management function or application value when selecting management software, and another way can also achieve the purpose of knowledge management

among these types of management software, collaborative OA has the most prominent application value. The reasons are as follows: first, OA is the first step in the informatization of all employees in an organization. Every organization will choose collaborative OA as a unified working platform, with users covering all people in the organization, laying the foundation for maximizing the scope of knowledge collection and sharing. Because of the high cost performance of collaborative OA, The knowledge management cost of the organization is minimized. Secondly, OA generally has the functions of document management and query. With the control of access rights, it can realize the classification of knowledge, the definition of search keywords, and the allocation of learning, access, and search permissions for different roles, so as to build a safe and rigorous knowledge diffusion system. Third, workflow technology in collaborative OA carries the important approval processes of the organization. The processes of these processes and the information in the nodes are the history of the organization and an indispensable part of important knowledge. Therefore, building an organization's knowledge management system with collaborative OA is undoubtedly a very valuable value-added application

taking the A6 collaborative office software of UFIDA Zhiyuan as an example, we can see the value of knowledge management application of collaborative OA more clearly

1. Flexible document system: in A6, there is a role of document administrator, which is not the same role as the traditional background system administrator. This role can set up up to 99 levels of folders (directories) in a way similar to windows folders, and there is no limit on the number of folders at the same level. Therefore, users can use this role to establish their own knowledge management root node directory system, and can establish department level directories for each department, and authorize the secondary document administrators of each department to manage, so as to build a centralized and controllable multi-level knowledge management system

2. Massive and compatible: A6 folder is a super appetite, which can upload a single file less than 50m, and has no limit on the storage capacity. As long as the hard disk is large enough, it can expand infinitely to meet the continuous addition of knowledge. Moreover, the folder in A6 is an "omnivore". Users can upload doc, JPG, xls, PPT, avi, MPEG, HTML, EML, rar, zip... All format documents supported by windows. At the same time, it can also store all important institutionalized behavior processes and results such as document approval, project approval, contract approval, plan approval generated by workflow, effectively ensuring the integrity of knowledge, This is not available in traditional knowledge management software

3. Strict authority system: in the design of A6's document authority system, various perspectives of authorization are considered, and access authorization can be carried out according to personnel names, groups, departments, job levels, positions and other ways, so as to effectively establish composite knowledge. Most artificial materials need to meet the permission system of continuous use, sharing and learning. In addition, considering the details, it can not only open the entire directory to visitors, but also open the access of records one by one. Even if individual users temporarily borrow confidential knowledge (the time limit can be set, and the shoulder sample can be automatically or manually revoked, and the suspension structure is adopted), they will not see confidential materials beyond their authority. Such application can not only ensure the maximum dissemination of knowledge, but also protect the safety of important knowledge and immediately improve security

4. Knowledge management: because the ways of knowledge collection are diverse, all A6 designs an automatic Archiving Mechanism for the workflow mentioned above. Users can specify the cache directory of automatic archiving in different workflow templates according to the organization's knowledge screening criteria. In this way, effective information will be continuously transformed into knowledge in the normal use of collaborative OA every day, The knowledge administrator can evaluate these information in the cache directory, select those information that meet the knowledge standards and store them in the specified knowledge folder, and define keywords for them, so as to facilitate the fuzzy query of users in the future. In addition to adding and deleting functions, A6 also has the function of replacing specified documents, which can cover old knowledge with new knowledge, reducing the maintenance workload of knowledge with a short life cycle. The knowledge in A6 can be copied and moved to different folders (directories) by the administrator. The most noteworthy is the "mapping" function, which can help customers project a knowledge record in the directory of the finance department to other directories such as knowledge base and new employee must read. When this knowledge record changes, the projection of other directories it projects will also change, which is a bit like the separation of knowledge, Knowledge, especially management knowledge, can be incarnated in front of other learners who need this knowledge while meeting the management of their departments

with the continuous evolution and development of products, A6 will carry out a lot of application expansion and enhancement in the automation of learning, effect evaluation, etc,

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