Definitions of KM :
1. “Knowledge management is the process of capturing, distributing, and effectively using knowledge” - Davenport,T. (1994)
2. “A discipline that promotes an integrated approach to identifying, capturing, evaluating, retrieving, and sharing all of an enterprise’s information assets. These assets may include databases, documents, policies, procedures, and previously uncaptured expertise and experience in individual workers” - (Duhon, 1998)
3. “KM is an effort to increase useful knowledge within the organization.Ways to do this include encouraging communication, offering opportunities to learn, and promoting the sharing of appropriate knowledge objects or artifacts.” - McInerney, C. (2002)
The earliest instances of KM, as the term is understood today, derive from the consulting world, from which the principles of KM eventually spread to other disciplines.The consulting firms quickly realized the potential of the Intranet flavor of the Internet for linking together their own geographically dispersed knowledge based organizations. In a sense, KM also has roots in the implementation of Supply Chain Management (SCM) software and business process reengineering (BPR) as well as the more recent development of Enterprise Resource Planning (ERP). IT development has always displayed a pattern, of growth from more structured data to less tractable, less well structured, or comparatively unstructured data. Remember that text processing was at one time called “string handling,” because to people brought up on handling numeric data, text was most conveniently thought of as a string of symbols. In that sense, SCM & BPR & ERP to KM, represent a logical and predictable progression toward unstructured information and knowledge.
Another aspect of KM’s relationship to ICT is that KM emerged at approximately the same time as the cost of personal computers dropped to the degree that PC’s became cost effective and affordable desktop tools for the ordinary person. The situation with KM is quite analogous to the very similar concern a few decades back that “word processing” was a lousy descriptor. One processed meat, of course, but surely not words.Words made poetry.However, word processing was the term the industry, then principally IBM and Wang, chose to use, and that is the term that stuck.
Given this background information, another good functional definition of KM and how it developed is the equestrian metaphor of “by the intranet out of intellectual capital” [Koenig,M., 2000a].By this definition,KM has two parents, the enthusiasm for and the appreciation of intellectual capital, and the development of the Internet and its offspring, intranets and extranets. Intellectual Capital is, in turn, a token of the larger recognition of the importance of information and knowledge.
In observing the development of KM as practiced, described, and discussed at professional meetings, conferences, and trade shows, one can observe three clear stages.
The first stage, these groups also realized that internal communication and information sharing was often lacking. If knowledge could be shared more effectively, then the efficiency would increase business and the bottom line would improve. When the internet emerged, they realized that the intranet flavor of the internet provided a valuable tool to accomplish knowledge coordination and sharing. The first stage of KM focused on the deployment of new technology to accomplish these information sharing goals. A new product needs a name and a theme or rationale. The name for their new product was Knowledge Management. The crucial thematic justification for KM was intellectual capital, a theme that had emerged as a burgeoning topic in the business literature just a few of years earlier.
The second stage, ’if you build it they will come’ is a fallacy stage. In other words, the recognition that building KM systems alone is not sufficient and can easily lead to quick and embarrassing failure if human factors are not sufficiently taken into account. Both were not only about the human factors of KM implementation and use, they were also about knowledge creation as well as knowledge sharing and communication
The third stage was the awareness of the importance of content, and, in particular, an awareness of the importance of the retrievability and, therefore, of the importance of the arrangement, description, and structure of that content. Since a good alternate description for the second stage of KM is the “it’s no good if they don’t use it” stage, then in that vein, perhaps the best description for the new third stage is the “it’s no good if they can’t find it” stage, or perhaps “it’s no good if they try to use it, but can’t find it.”
The Three Stages of KM
STAGE I “By the Internet out of Intellectual Capital”
• Information Technology
• Intellectual Capital
• The Internet (including intranets, extranets, etc.)
Key Phrases: “best practices,” later replaced by the more politic “lessons learned”
STAGE II Human and cultural dimensions, the HR, Human Relations stage
• Communities of Practice
• Organizational Culture
• The Learning Organization (Senge), and
• Tacit Knowledge (Nonaka) incorporated into KM
Key Phrase: “communities of practice”
STAGE III Content and Retrievability
• Structuring content and assigning descriptors (index terms)
Key Phrases: “ content management” and “taxonomies”
STAGE IV ? Access to External Information
• Emphases upon External Information and the recognition of the Importance of Context
Key Terms: “context” and “extranet”
KM may also be displayed and to a degree defined graphically through mapping. The following presents an expanded form of a graphic used by IBM in their KM consultancy to explain the value and purpose of KM.
Information / Knowledge related business enthusiasms and hot topics of the last quarterCentury : (Listed in approximate chronological order with the most recent first; note that these are topics, not specific dated events)
1. Enterprise Content Management (ECM)
2. Supply Chain Management (SCM)
3. Customer Relationship Management (CRM)
4. Enterprise Resource Planning (ERP)
5. Knowledge Management (KM)
6. Intellectual Capital (IC)
7. E-business
8. DataWarehousing / Data Mining
9. Core Competencies
10.Business Process Re-Engineering
11.The shift from Hierarchies to Markets, both economic and political
12.Competitive Intelligence (CI)
13.Total Quality Management (TQM) and Benchmarking
14.Information Technology (IT) and Organizational Structure
15.Information Resource Management (IRM)
16.Enterprise-Wide Information Analysis (IBM Inc.)
17.Management Information Systems (MIS) to (Decision Support Systems (DSS) and the importance Of External Information
18.I.T. as Competitive Advantage
19.Managing the Archipelago (of Information Services)
20.Information Systems Stage Hypotheses (Nolan, Rockart, Gibson & Jackson, Marchand,
Koenig, &Zachman)
21.Decision Analysis
22.Data Driven Systems Design (the fundamental basis of Structured Programming)
23.I.T. and Productivity
24.Minimization of Unallocated Cost
We have always had trouble defining KM, and now we have another definition, or more exactly a new metaphor, KM is the name for that newly recognized forest of all the trees of information and knowledge (small ‘k’) management.
A final way to view KM is to observe KM as the movement to replicate the information environment known to be conducive to successful R&D - rich, deep, and open communication and information access - and deploy it broadly across the firm. The principles and practices of KM have developed in a very conducive environment, given that in this post-industrial information age, an increasingly larger proportion of the population consists of information workers.