KM Chap 5

What are the consequences of organizations relying on individuals and ad hoc processes for knowledge management?

• Faster access to relevant information.

• Enhanced employee retention.

• Improved quality and speed of decision-making.

• Loss of valuable organizational assets and resources.

Answer explanation

Knowledge is crucial for organizations. Everything they do involves knowledge, from making decisions to carrying out tasks. However, not all organizations have organized ways of managing this knowledge. Some rely on individual employees and informal methods instead of structured systems. This can cause problems because knowledge might not be stored or used effectively. When people with valuable knowledge leave, they take it with them, leading to losses for the organization. This includes losing important expertise and resources, which can impact the organization's success.

What are the factors that can motivate an organization to establish a formal and systematic management of knowledge?

• All of the above.

• To get a better insight on how the organization works.

• To reduce the response time to questions that are asked frequently.

• To improve the quality and speed of making important decisions.

Answer explanation

1.Understanding the Organization Better: By managing knowledge formally, an organization can learn more about how it operates, making it easier to improve and grow.

2.Saving Time and Effort: When information and documents are organized properly, it takes less time and effort to find what you need, making work more efficient.

3.Preventing Mistakes: A systematic approach to managing knowledge helps avoid making the same mistakes over and over again, and it stops unnecessary repetition of tasks.

4.Quick Answers to Common Questions: By having information readily available, the organization can respond faster to common questions, improving overall productivity. **FAQs

5.Better Decision Making: When important information is organized and accessible, decisions can be made more quickly and with greater accuracy, leading to better outcomes.

What are the administrative benefits of implementing a Knowledge Management System (KMS)?

• Significant reduction in Human Resource Management (HRM) workload.

• Accelerated organizational processes

• Creating a continuously learning organization

• All of the above.

Answer explanation

What are the strategic benefits of systematic knowledge management?

• Competitive advantage from systematic knowledge management.

• Faster access to relevant information and documents

• Personalized training of staff

• All of the above.

Answer explanation

1.Competitive Advantage: By managing knowledge systematically, an organization can gain an edge over its competitors. This means they're better at using what they know to outperform others in the industry.

2.Strategic Asset: Knowledge becomes a valuable resource that helps the organization to achieve its long-term goals. It's not just something they use day-to-day but a key part of their overall strategy for success.

3.Continuous Learning: The organization becomes a place where learning never stops. They're always improving because they're always sharing and building upon what they know.

4.Sharing Experiences: Whenever someone in the organization learns something important or has a valuable experience, it's shared with everyone else. This way, everyone benefits from each other's knowledge.

5.Consulting the Right People: When a decision needs to be made or a problem needs to be solved, the organization knows who to turn to. They make sure the people with the right knowledge are involved at the right times, which leads to better outcomes.

What are the tactical benefits of having a KMS?

• Faster access to relevant information and documents

• Accelerated organizational processes.

• Improved matching of project requirements to staff skills and interests through knowledge maps

• All of the above

Answer explanation

These tools help with things like organizing documents, working together online, and finding information easily

Answer explanation

To make the most of a knowledge management system, you need two things:

1.Technological Infrastructure: This includes computers, networks, and databases.

2.Software Applications: These are programs installed on different computers that help manage knowledge.

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Together, they're called knowledge management tools.

These tools help with things like organizing documents, working together online, and finding information easily. When used effectively, they can make collaboration smoother, give a competitive edge, and boost productivity.

If an organization decides to implement a KMS, what requirements should it prepare for?

• Computers and software

• Technological infrastructure and software applications

• Networks and databases

• All of the above

Answer explanation

Technological Infrastructure and software applications are requirements in implementing KMS. Together, they're called?

Answer explanation

True or False:

An effective knowledge management tool should offer features like mobility, enabling users to access the system from any location at any time.

• True

• False

Answer explanation

•Knowledge management tools help create, organize, and share knowledge found in documents or memos.

•These tools use various software applications to establish networks where knowledge can be stored, retrieved, and shared.

•Ideal tools should allow mobility for users to access them from anywhere and maintain an updated CD for offline use.

True or False:
User-friendliness is paramount for end users when it comes to knowledge management tools to ensure adoption. Tools should not be readily available and easy to use.

• True

• False

Answer explanation

•User-friendliness is crucial for adoption, with Internet Web Browsers being common platforms.

•These tools often integrate databases like Oracle or SQL server, expert systems, and ERPs like SAP R/3. They also support programming languages like C, C++, Java, and Visual Basic.