Messebo Cement Factory

Knowledge Management

Workshop

እንኻዕ ደሓን መፃእኹም

Welcome
 Trainers
 Hailay G/tensaie(PhD)
 TesfaY Aregawi(Assistant professor)
 Kahsu Mebrahtu (PhD)
 Desta Kidanu(PhD candidate)
 Adonay Haftu(AssistantProfessor)
 AngesomZenawi(lecturer)
Mekelle university
College of business and economics
School of management
Introduce your self !!

ዓርሰን/ሶም የፋልጣ/ጡ!!
What do you expect from

this training ?

ካብዚ ስልጠና እንታይ ይፅበዩ/ያ?

ንምንታይ ከ ኣብዚ ተረኺቦም/በን?
 Training objectives

 To understand the importance of knowledge management in organizational

success.
 To understand knowledge management process and infrastructure
 To recognize and implement knowledge management techniques and
strategies
 Foster a culture of continuous learning and knowledge sharing within the
organization
 Introduction to Knowledge Management

Data Information Knowledge

 Raw facts and figures without  Processed data that has been  Information that has been
context. organized, structured, interpreted, applied,
 Data can be numbers, words,  or presented in a context that  and used to make decisions or
measurements, or makes it meaningful. solve problems.
observations.
 Example of data, information and knowledge (Scenario: Cement
Production)
Example of Data Example of Information: Example of knowledge

 Monday: 500 tons "A total of 2,500 tons of cement The lower production on Tuesday and
was produced over the week, with Thursday may be due to maintenance
 Tuesday: 450 tons an average daily production of issues or worker availability.
 Wednesday: 550 tons 500 tons. Wednesday and Friday To optimize production, you may
had the highest production decide to investigate these days
 Thursday: 400 tons volumes." further and schedule preventive
 Friday: 600 tons maintenance on low-demand days to
avoid interruptions."
Understanding Knowledge
Application of Information
Knowledge builds upon existing information.

Experience and Context

Knowledge is shaped by past experiences
and current situations
Interpretation and Reflection
Knowledge involves analyzing information and drawing
meaningful conclusions.

Decision-Making and Problem-Solving

Knowledge empowers employees to make informed
choices and solve problems effectively.
 Types of Knowledge

Tacit Knowledge
Tacit knowledge is personal, implicit, and difficult
to articulate.
Examples: skills, experiences, and intuition.

Explicit Knowledge
Explicit knowledge is formal, documented, and
transferable.
Examples : manuals, reports, and databases.
 Examples of Tacit Knowledge in supply chain dept.

Supplier Market Trends Problem-Solving Negotiation

Relationships Skills Techniques
Deep understanding of
Personal connections market fluctuations and Ability to quickly Effective strategies for
and trust built with their impact on supply identify and resolve negotiating favorable
suppliers over time. and demand. supply chain terms with suppliers.
disruptions.
 Examples Explicit Knowledge in supply chain dept.
Supplier Contracts Inventory Management Procedures
Formal agreements that outline terms and conditions. Detailed guidelines for tracking and replenishing
These contracts define the relationship between the stock. They outline the steps involved in managing
supply department and vendors. inventory levels, from receiving materials to issuing
them.

Quality Control Standards Risk Assessment Proto

Specific criteria for assessing the quality of incoming Procedures for identifying and mitigating potential
materials. These standards establish clear expectations supply chain risks. These protocols help to ensure a
for the quality of materials purchased. stable and reliable supply chain.
 Interaction of Knowledge Types

Tacit knowledge and explicit knowledge are

interconnected. Tacit knowledge, based on experience
and intuition, guides decisions and problem-solving,
while explicit knowledge, documented and formalized,
provides transparency, accountability and consistency.
 Combining Knowledge for Decision Making
 Combining tacit and explicit knowledge is vital for informed decision making.
 This can be illustrated with a simple example from a procurement manager.

Informed Decisions
3 Improved supplier selection, negotiation, and risk mitigation .

Explicit Knowledge
2 Procurement manual
Data on supplier performance, delivery times, quality, and pricing

Tacit Knowledge
1 Deep-rooted relationship with key suppliers,
understanding their strengths and weaknesses.
 SECI Model Overview
The SECI model is a framework for understanding knowledge creation and sharing. The model highlights
four key processes: socialization, externalization, combination, and internalization.

Socialization
1
Tacit knowledge is shared through interaction( tacit to tacit).

Externalization
2
Tacit knowledge is converted into explicit knowledge (tacit – explicit).

Combination
3
Explicit knowledge is integrated to create new knowledge( explicit –explicit)

Internalization
4
Explicit knowledge is absorbed to develop new skills (explicit –tacit).
 SECI Model exercise
Your company relies heavily on a few key suppliers for raw
material .Recently, messebo has issued such a delayed
delivery, quality inconsistency and rising cost from suppliers.
SECI Model Exercise
Socialization
Gather a team to understand the current challenges. Discuss the
issues with suppliers, quality inconsistency, and cost increases
in a team
Externalization
Document the observations and insights from the team's
discussion, creating a detailed report on the challenges.

Combination
Take a look on your company manuals, past reports and data base
then combine with new report crated above thereby create new
knowledge
Internalization
Develop and implement solutions based on the findings,
potentially including new supplier selection criteria, contract
negotiation strategies, or quality control measures.
 What isKnowledge Management?
Knowledge management is leveraging existing It involves creating a culture that encourages
knowledge of the organization and acquisition new knowledge sharing and ensuring that the right
knowledge to enhance decision-making, foster knowledge is available to the right people at the
innovation, and improve overall performance. right time.
 Key components of the Knowledge Management
(KM) process

1. Knowledge Identification Activities:

The process of recognizing valuable knowledge  Conducting knowledge audits to assess

within the organization. existing knowledge assets.

 Mapping knowledge flows and pinpointing

knowledge gaps.
conti
2. Knowledge Acquisition —Activities:

The process of obtaining knowledge from both  Gathering knowledge through research, training,
internal and external sources and development programs.
 Using interviews, surveys, and focus groups to
capture tacit knowledge from employees
 Leveraging external sources such as industry
reports, academic publications, and partnerships.
Conti.
3. Knowledge Conversion Activities:

The process of transforming acquired knowledge  —Codifying tacit knowledge into explicit
into usable formats. knowledge through documentation, such as
manuals, guidelines, and databases.

 Creating tools and technologies to support the

conversion of knowledge (e.g., knowledge
bases, software applications).
Cont.…
4. Knowledge Sharing ·Activities:

The dissemination of knowledge across the  Establishing platforms for collaboration (e.g.,
organization to ensure accessibility intranets, forums, and social media).
 Hosting workshops, seminars, and training
sessions to promote knowledge exchange.
 Creating communities of practice to facilitate
ongoing dialogue and learning
Conti..
5. Knowledge Application Activities:

—The effective use of knowledge in decision-  —Integrating knowledge into organizational

making and problem-solving. processes and workflows.
 Encouraging employees to apply shared
knowledge in their daily tasks and projects.
Knowledge Protection —Activities:

Safeguarding critical knowledge from loss or  —Implementing security measures to protect

unauthorized access. sensitive knowledge and intellectual property.
 —Establishing policies for knowledge retention
and succession planning to ensure knowledge
continuity.
 —Conducting regular reviews of knowledge
management practices to identify
vulnerabilities and improve protection
strategies
 Knowledge management infrastructure

Culture Technology Organizational Structure

The shared values, beliefs, and The tools and systems that facilitate The way in which an organization
behaviors that promote knowledge the knowledge management process arranges its teams, roles, and
sharing and collaboration within an responsibilities to support KM
organization. efforts.
 Usefulness of knowledge management
1. Enhanced Decision- 2. Increased Efficiency 3. Innovation and 4. Improved Collaboration
Making Competitive Advantage
 —Effective KM ensures By capturing and —A robust KM system
that decision-makers organizing —KM fosters a culture of encourages collaboration
have access to relevant knowledge, sharing ideas and best among employees, removing
information and insights, organizations can reduce practices, which can lead barriers between
leading to better- redundancy, streamline to new innovations and departments breaking down
informed choices. processes, and avoid improvements in products silos and promoting
"reinventing the wheel," and services. teamwork across
departments.
 Conti
5. Knowledge Retention 6. Enhanced Customer 7. Continuous Learning 8. Better Risk Management
Service

—KM helps preserve —Access to KM promotes a culture —By sharing lessons learned
critical knowledge, comprehensive of continuous learning and best practices,
especially when knowledge enables and professional organizations can identify
employees leave the employees to better serve development, potential risks and develop
organization, ensuring that customers, providing empowering employees strategies to mitigate them
valuable insights and accurate information and to enhance their skills more effectively.
expertise are not lost. resolving issues more and knowledge
efficiently.
Knowledge management strategies

Codification strategy —personalization strategy

— —
Knowledge is carefully codified and stored in
databases where it can be accessed and used easily Knowledge is closely tied to the person who has
by anyone in the organization. developed it and is shared mainly through direct
— person-to-person contacts.
Knowledge is extracted from the person who —.
developed it, made independent of that person and —
re-used for various purposes.
—
This strategy relies largely on information
technology to manage data- bases and also on the use
of the intranet.
 Knowledge management methods and Tools(non-
IT)

Brainstorming Learning and

Idea Capture Peer Assist
Generating creative ideas
in a group Recording ideas Experts helping
and lessons with advice
cont.…

Storytelling
Learning Review
Sharing experiences
Reflecting on what was learned through narratives.
After Action Review
Evaluating a project
post-completion.
cont..

Community of Practice
Knowledge Café Group sharing
Group discussion to knowledge on a
Collaborative Workspace topic.
share ideas
Shared space for teamwork.
 Knowledge management methods and tools (IT based)

Document Library Knowledge Base Blogs

System: Online articles or posts for
A centralized
A tool for storing and repository of sharing information
organizing documents. information
cont..

Social Network Service

Advanced Search Tool
Platforms for social Voice and Voice Over
interaction and Internet Protocol A powerful tool to find
networking specific information
Technology for making
calls via the internet
 cont.…
Building Knowledge Cluster
Grouping related knowledge
or expertise.

Collaborative Virtual Workspa

An online space for team collaboration

Expert Locator
A system to find specialists or experts
Creating a Knowledge-Sharing

Culture
 Exercise(case study)
Messebo cement factory , has been facing challenges related to knowledge
sharing. While the company has some of the best engineers and experts,
knowledge remains restricted within individuals and teams this is happen due
to knowledge hoarding and lack of trust. Cross-department collaboration is
low, and when employees leave, their expertise often leaves with them,
resulting in repeated mistakes and inefficiencies. Leadership recognizes that
building a knowledge-sharing culture is crucial to their success but doesn’t
know where to start.
You, as a consultant, are tasked with helping Messebo create an environment
where knowledge is freely shared across teams, ensuring that expertise is
retained and reused effectively.
 In knowledge sharing, culture refers to the collective attitudes, values,
and practices within an organization that either encourage or inhibit
the open exchange of information and expertise
 Creating a knowledge-sharing culture can be done through several key
actions:
1 Leadership Support

2 Incentives

3 Collaboration Tools

4 Open Communication

5 Training and Workshops

6 Create Safe Spaces

7 Peer-to-Peer Learning
 Here are the steps to create a knowledge-sharing culture
1.Assess Current Culture
—Evaluate the organization's existing attitudes toward knowledge sharing
2.Set Clear Goals
Define what successful knowledge sharing looks like for your organization).
3.Gain Leadership Support
—Ensure leadership actively promotes and participates in knowledge-sharing initiatives to set an example .
4.Develop Policies and Guidelines
Create clear guidelines that encourage sharing knowledge while protecting sensitive information
5.Implement knowledge sharing platform
Provide platforms such as intranets or collaboration software to facilitate easy knowledge sharing .
6.Incentivize Knowledge Sharing
Offer rewards, recognition, or promotions for employees who actively contribute knowledge
7.Foster Open Communication
—Create an environment where employees feel safe to share ideas and feedback without fear of judgment .
8.Offer Training and Development
—Provide training on how to capture, document, and share knowledge effectively within the organization.
9.Encourage Peer Learning
—Promote peer-to-peer learning through mentoring, coaching, and collaborative projects.
10. Measure and Improve
—"Knowledge Relay"
 What is Knowledge sharing

 Knowledge sharing is the process of

 Exchanging information skills
 Insights,
 and experiences
among individuals, teams, or organizations
Benefits of Knowledge Sharing:

• Improves Innovation
• Enhances Collaboration
• Reduces Redundancy
• Fosters Continuous Learning
• Helps Problem-Solving
• Retains Organizational Knowledge
 Succession planning
Succession planning in the context of knowledge sharing is the
process of identifying and preparing individuals within an
organization to fill key roles when they become vacant due to
retirements, promotions, or unexpected departures.
Effective knowledge sharing is critical in succession planning
because it ensures that the valuable expertise, skills, and
institutional knowledge of outgoing employees are transferred to
successors, preventing the loss of essential knowledge.
 Key Elements of Succession Planning with Knowledge Sharing:

Identifying Mapping Selecting Mentoring and

Critical Knowledge Successors: Coaching
Knowledge Gaps:potential
Analyze Choose individuals who Outgoing employees or
Identify which roles are knowledge gaps that might have the potential to fill those in key positions
critical and which employees occur if key employees key positions in the should mentor their
hold key knowledge that leave. future. successors, sharing both
needs to be shared with explicit and tacit
successors. knowledge
 cont..

Documentatio Job Rotation Knowledge Use of

n of and Cross- Transfer Technology:
Knowledge: Training Programs: Implement knowledge
Develop standard Allow potential Establish formal management tools such as
operating procedures successors to gain knowledge transfer collaboration platforms,
(SOPs), guidelines, and hands-on experience in programs where intranets, and document
manuals that future various roles within the outgoing leaders management systems to
leaders can refer to. organization systematically pass on facilitate the sharing of
their knowledge to information.
incoming ones
Benefits of Succession Planning through Knowledge Sharing:

• Continuity:
• Risk Mitigation
• Retention of Institutional Knowledge
• Employee Engagement:
Challenges of knowledge sharing

• Knowledge Hoarding
• Lack of Trust:
• Poor Communication
• Time Constraints
• Inadequate Tools and Platforms
 Knowledge Management (KM) Implementation
Implementing Knowledge Management (KM) effectively requires a structured approach
that aligns with organizational goals, fosters a knowledge-sharing culture, and leverages
appropriate tools and practices.
Below is a step-by-step framework for implementing KM:
Define goals.
Evaluate the current knowledge management environment.
Develop a KM strategy.
Select appropriate tools and technology.
Pilot the KM system.
Train employees and build awareness.
Roll out KM organization-wide.
Monitor, evaluate, and improve.
Sustain KM practices and update regularly.
Common Challenges in KM Implementation

1 Lack of Leadership Support

—Leaders must not only sponsor KM efforts but also actively participate in knowledge sharing.

2 Cultural Resistance
Employees may fear losing their competitive advantage by sharing their expertise

3 Technology Adoption Issues

Employees may struggle with using new KM systems

4 Information Overload
With large amounts of data and knowledge in organizations, a poorly organized KM system can lead
to overwhelming and hard-to-find information. Implementing search functionalities helps mitigate
this.
5 Silos and Fragmentation
where departments or individuals hoard knowledge rather than sharing it freely
 Knowledge Management (KM) Performance Indicators and Metrics

1. Knowledge Creation 2. Knowledge Sharing and 3.Knowledge Application 4.KM Engagement and
and Capture Collaboration and Reuse User Satisfaction
 —Number of New  — Knowledge Sharing  — Rate of Knowledge Reuse: User Adoption Rate:
Knowledge Assets Participation Rate:
 — Impact on Decision-  Employee Satisfaction
Created:
 —Knowledge Capture Rate:  —Collaboration Across Making: with KM Systems
Departments:
 —Employee Contributions:  — Process  Training Program
 —Knowledge Transfer Improvement Rate: Participation
 —Quality of Knowledge
Success Rate:
Contributions:  — Reduction in Redundancy: Engagement with
 —Usage of KM Platforms: Communities of
 —Rate of Knowledge  — Innovation Rate:.
Practice
Documented from  —Number of  Knowledge Sharing Barriers
 Faster Problem Solving:
Experts: Collaborative Projects:
 —Response Time in
Collaborative
Platforms:
 Knowledge
Management Action
Plan Workshop
1. Knowledge Identification
Goal: Identify and map existing knowledge within the organization.
S.N Activities Responsibilities Timeline Resources Success Metrics
Needed
1 Conduct a KM Team Month 1 Audit tools, Comprehensive
knowledge audit personnel knowledge inventory
2 Create KM Team Month 2 Mapping Visualized
knowledge maps software, knowledge assets
expertise
3 Identify critical KM Team Month 3 Analytical List of critical gaps
knowledge gaps tools, data
2. Knowledge Acquisition
Goal: Ensure the systematic acquisition of new knowledge.
S.N Activities Responsibilities Timeline Resources Success
Needed Metrics
1 Identify sources KM Team Month 1 Research tools List of
for new knowledge
knowledge sources
2 Establish Partnership Months Networking Number of
partnerships for Manager 2-3 events, MOUs partnerships
knowledge formed
sharing
3 Develop a system IT Team, KM Month 3 Capture tools, Knowledge
for capturing new Team training capture system
knowledge deployed
3. Knowledge Conversion
Goal: Transform knowledge into usable formats.
S.N Activities Responsibilities Timeline Resources Success
Needed Metrics
1 Document tacit KM Team Month 1 Documentation Number of
knowledge tools documented
insights
2 Develop KM Team Month 2 Templates, Templates in
knowledge- design software use
sharing templates
3 Train employees HR Department, Month 3 Training Employee
in knowledge KM Team materials competency
conversion levels
4. Knowledge Application
Goal: Use knowledge effectively in decision-making and processes.
S.N Activities Responsibilities Timeline Resources Success Metrics
Needed
1 Pilot KM Department Months Pilot Work process
applications in heads/supervisors 1-3 resources, outcomes
work process coaching
2 Develop KM- KM Team Month 4 Decision- Model
based decision making implementation
models frameworks rate
3 Gather feedback KM Team, Ongoing Feedback Improvement
on KM Employees tools suggestions
applications received
5. Knowledge Protection
Goal: Safeguard critical knowledge assets from loss or unauthorized access.
S.N Activities Responsibilities Timeline Resources Needed Success
Metrics
1 Develop a KM Team Month 1 pre-designed, Approved
knowledge standardized policy
protection documents that serve
policy as starting points
2 Implement data IT Department Months Security software, Reduced
security 2-3 training security
measures breaches
3 Conduct KM Team, Audit Quarterly Audit tools, Audit
regular Team personnel compliance
knowledge rate
audits
6. Organizational Culture
Goal: Foster a culture that promotes knowledge sharing and collaboration.
S.N Activities Responsibilities Timeline Resources Success Metrics
Needed
1 Launch a KM Team, Month 1 Campaign Employee
knowledge-sharing Communication materials participation rate
campaign Team
2 Recognize and HR Department Monthly Reward Number of
reward knowledge budget rewards
sharing distributed
3 Establish Leadership Team, Month 3 Budget, Usage rate of
collaboration Facilities Team physical collaboration
spaces space spaces
7. Leadership
Goal: Enhance leadership capabilities to foster a knowledge-driven organization.
S.N Activities Responsibilities Timeline Resources Success Metrics
Needed
1 Provide KM- HR Department Month 1 Training Leadership
focused modules, training
leadership trainers completion rate
training
2 Integrate KM into Leadership Month 2 Strategy KM integrated
leadership goals Team documents into goals
3 Establish KM Leadership Month 3 Role Accountability
accountability Team descriptions measures in place
roles
8. Technology
Goal: Implement technology solutions to enhance knowledge management.
S.N Activities Responsibilities Timeline Resources Success
Needed Metrics
1 Assess current IT Department, Month 1 Assessment Technology
technology tools KM Team framework assessment
report
2 Procure Procurement, IT Month 2 Budget, vendor Tools procured
knowledge Team research and deployed
management tools
3 Train employees IT Team, HR Month 3 Training Employee
on using tools Department materials, proficiency
trainers levels
5. Organizational Structure
Goal: Design a structure that supports effective knowledge management.
S.N Activities Responsibilities Timeline Resources Success
Needed Metrics
1 Assess current KM Team, HR Month 1 Assessment Assessment
structure for KM Department tools, HR report
gaps input
2 Redesign roles to HR Department Month 2 Role redesign Updated
include KM framework organizational
responsibilities chart
3 Appoint a Leadership Team Month 3 Budget, KM team in
dedicated KM personnel place
team
Thank You