6 Principles of Knowledge Sharing

6 Principles of Knowledge Sharing By Flemming Poulfelt, Professor at the Copenhagen Business School & Nicoline Jacoby Petersen, Programme Co-ordinator of the Master of Knowledge Management programme Knowledge sharing is often ranked side-by- always say more than we can write down. So side with IT: databases, intranet and email not all knowledge can be made explicit, systems. “It’s on the Internet” or ”I sent you written down and categorised. But even in an email about that” are the answers one those occasions where this is actually most frequently receives when requesting possible, there can be “noise” in the receiver information about something or the other. This end. It is a common belief that the knowledge has resulted in a paradoxical situation where – keyed into a database by one person is not despite the accessibility of increasing amounts necessarily the same as that extracted by of information - many feel that they don’t have another person, since our mental models are enough information… different. Hence the way in which we receive and understand information vary greatly, and The fact that information is available by no therefore, we interpret it differently. There’s an means makes it visible or usable by the old saying: brain, heart, feet. In other words, receiver. Building a knowledge sharing understanding what is written is not the same organisation on databases brings along a as agreeing with it, let alone that one is able range of other problems: motivation of to act on it. employees to contribute and to utilise them, updating the data and assuring the quality. So 2. Knowledge distribution just because knowledge is available does not Knowledge distribution is about prevailability. necessarily mean that one has created Good staff journals containing information on knowledge sharing. For this reason it is the organisation’s woes and joys are a good lamentable when companies adopt knowledge idea, and the enhanced effectiveness of a strategies purely based on making knowledge printed version compared to an electronic available or accessible – availability is only version must not be ignored – typically this is one of the many elements in a good reading matter that employees read while knowledge sharing culture. commuting or at home. Corporate news sites are also a way of ensuring prevailabilty. But in In a culture that encourages knowledge a knowledge sharing culture, prevailability sharing there are many different channels should not only be about expecting employees trough which knowledge can be disposed and to seek information actively. It is time many channels trough which you can acquire consuming and some people are less curious it. Therefore the following six principles must than others, even though seeking information all be considered in a knowledge strategy: might help them do a better job. In other words, some information should be “served up 1. Knowledge storing on a plate”. This is not to be confused with Knowledge storing deals with – as described spamming inboxes, but instead about getting above – availability. The Intranet or databases relevant information instead of seeking it. In appear to be splendid ways of storing larger companies it could be an idea to let knowledge, such as, for example, when it employees subscribe to selected subject areas, comes to finding out where one can order new and let the company librarian handle the visiting cards or what that bloke who’s boss of subscription scheme in order to ensure that the XX department is called. But they are often relevant knowledge is distributed to the right inappropriate for storing professional people. knowledge or “problem solving” knowledge. In a knowledge sharing process, there is always a 3. Knowledge exposure sender and a receiver. The sender is not Knowledge exposure is about visibility. The always able to convey his knowledge: We daily journey to the canteen could be made always know more than we can say – and we into a long stream of information and input by hanging up boards, pictures, product displays takes place while talking to colleagues about a and other symbols illustrating the knowledge specific problem or assignment. For this that resides in the company. In one company a reason it is important that employees can get particular project team hung up a poster on in contact with colleagues experienced in the their project office door explaining their area and have a dialogue. This can be difficult project and they received an amazing number if you are a large multinational company of inquiries from their colleagues because operating across time and space, but it is not what they were doing had suddenly become impossible. Shell, for instance, has built up a visible. Manufacturing companies often have couple of large electronic networks (or display cabinets and exhibitions showing the communities, if you like). Whenever employees company’s products throughout the ages, thus have a problem, they pose their questions relating the history of the company to new online within their community, and in general employees and outside visitors alike, and they have an answer from a colleague within contributing to the creation of a company three hours - and usually three-four answers identity. Obviously it is more difficult to are submitted to each question. Their display production results when they colleagues have often been in a similar exclusively consist of knowledge, as is the position and therefore replies are personal case in the engineering, legal and consultancy (e.g.: "I had a similar problem, see the industries for instance. But instead of attached file but notice on page 15, that…") displaying (indifferent) artworks on the walls, and hence more contextual than if the answer as is often the case in such companies, they is extracted from a database. In this way, Shell could benefit from using office space and has given the employees a platform where corridors to show who they are and current they can connect whenever a need arises and projects. it enables them to discuss with each other in a goal-oriented and efficient manner. As a result, 4. Knowledge transfer knowledge exchange is one of the most Knowledge transfer is about old-fashioned important principles of knowledge sharing that education such as courses, workshops and exists. lectures. It is important for all companies to get and assimilate new knowledge. Often the 6. Knowledge collectivism companies seek to solve this problem by Knowledge collectivism is about cohesion. sending employees on external courses, but Trust is essential to a good knowledge sharing this is not always the ideal solution. Even if culture and trust is created when people know every system needs a breath of fresh air and each other and feel secure. For this reason, it although employees benefit from meeting is important that there is time to talk to each employees from other companies, the other on an informal level to promote social knowledge gained in the course activities is relations between employees - this does not seldom put to good use back home in the necessarily imply that employees should company. Courses run under the auspices of become each other’s “best friend” or “one big the company makes it more natural to use the happy family”. Most people find their expertise and skills of company seniors, thus colleagues incredibly helpful when they pose securing that some of the company knowledge them questions or ask for help. But pool is transferred to younger generations and unfortunately, all too few are inquisitive and stays within the company. In-house people don’t offer their help unless they are educational activities also give employees an asked to do so. In companies where opportunity to meet across departmental knowledge is the core product, employees are boundaries and give them a chance to talk hesitant to exhibit a lack of knowledge by with each other. asking the advice of others or posing “stupid questions”. A culture of this type is 5. Knowledge exchange unprofitable in many ways: The employees Knowledge exchange is about communication often choose to struggle with the problem in across time and place. Many employees find their own mind, and thus waste a lot of time, that the most valuable knowledge sharing and “what you do” is never questioned, thus turning the company into a society of back procedures and routines, thus making it part scratchers with a consequent deterioration in of the work and not an extracurricular, time- product quality. So in many cases it would be consuming activity where you feed reports into beneficial to introduce an “asking culture” some system and you never know if someone instead of an “answering culture”. else might use it. The structure must promote knowledge sharing rather than create barriers. The above six principles of knowledge sharing For example, project organisations enhance all require employees to be ready to share. the chance of keeping knowledge in the Management literature often stresses the fact company when an employee leaves, because that incentives are crucial if knowledge sharing their project colleagues to a certain degree is to succeed. Traditionally, incentives equal possess the same knowledge. Separate profit bonus and promotion, i.e. visible testimonials centres are often a barrier because that it is advantageous to share knowledge – departments rake in assignments which they both economically and career-wise. However, are not the most competent one to solve. And companies that have implemented such there is a reluctance to lend out one’s incentive systems, e.g. in connection with employees to other departments, thus performance appraisals, still have problems hindering mobility and thus also the with motivation and other barriers related to knowledge flow in the company. knowledge management. And rewarding quantitative knowledge sharing instead of And finally.

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