A Summary Of The Information And Knowledge Management Strategy Business Essay

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EXECUTIVE SUMMARY

Presently, information and knowledge management is meaningful to every company and organization. It plays an important role in the development of the organizations. Applying information and knowledge management into the company and organization requires relevant information and knowledge management strategies which is based on the real situations of the companies and organizations. In this paper, i am going to develop and state a summary of the Information and Knowledge Management Strategy and Develop and state a summary of the Implementation (Action) Plan to support the information and knowledge management strategy for Asia Farming Research Institute.

DEVELOP AND STATE A SUMMARY OF THE INFORMATION AND KNOWLEDGE MANAGEMENT STRATEGY

1.1 Strategies for The Action Farming Research Institute:

Asset management: asset management in the organization related to identifying what assets are necessary in the organization. (Nicholas A. J. Hastings, 2009)

Innovation and creation: innovation and creation help The Action Farming Research Institute to build an environment that encourages to develop and share knowledge and information in the organization. (John Russel Baldwin, Petr Hanel, 2003)

1.2 Current situation of The Asia Farming Research Institute:

The Asia Farming Research Institute (AFRI) has been founded since 1993. The employees of the Asia Farming Research Institute have not had any idea about sharing and creating knowledge, they can create and share knowledge in their work everyday however it happens incidentally through the conversation in daily work among them in the organization which known as tacit knowledge. Tacit knowledge is supplied among people to get them understand each other. ( Harry Collins, 2010)

Employees are the most important key for every company and organization. They have been working for the organization for a long time so they are familiar and have a lot of experiences with the company's activities. They can create Information and Knowledge to contribute in building an Information and Knowledge management system for the organization which is different from the other organizations. However, the major problem is that how to get the employees involve effectively in creating and sharing their own knowledge that comes from themselves while they have not got any skills to create and share knowledge information among them.

1.3 The Information and Knowledge management strategy of Asia Farming Research Institute:

Mission

Knowledge facilitation based on human, not an IT driven thing (Alfred Berrli, Svenja Falk, Daniel Diemenrs, 2003): IT is a very important part for every organization, it can not be replaced. There is a lot of organizations consider IT is the main instrument to create their own Information and Knowledge management strategy. However, being the first Information and Knowledge Manager of Asia Farming Research Institute, i would consider manpower is the crucial factor in developing Information and Knowledge management because people always come first in playing crucial role in every situation. Hence, IT can not replace human's role in creating information knowledge.

The important role of Information and Knowledge Management in competitive environment: Asia Farming Research Institute should create and develop their own Information and Knowledge Management strategy with unique aspects and characters that is different from the other organizations. The organization considers information and knowledge management to be an important part and develop to expand it among the organization.

Information and Knowledge Management objectives:

To concentrate on employees because employees can create information and knowledge, they are becoming the main factors in contributing to Information and Knowledge Management strategy of the organization.

To create favorable condition for employees so that they could transfer information and knowledge to the other employees in the organization easier and faster.

To provide information and knowledge to the whole organization so that every member in the organization can contribute and learn from that. Moreover, knowledge information should be preserved and accessed easily by people in the organization.

To create and develop an environment of trust and enthusiasm. This objective makes the employees have to improve their responsibility and accountability so that helps employees to transfer information and knowledge better and effectively.

Difficulties

Lacking of support from employees in the organization: information and knowledge management needs the support from employees because they are crucial factors in creating and sharing knowledge information throughout the organization. If the organization can not get the support from the employees, information and knowledge management strategy can not be developed.

Information and knowledge is not easy to access: it takes a long time of people in Asia Farming Research Institute to create and share information and knowledge. Moreover, information and knowledge is very unique because it can not be stored. The employees in Asia Farming Research Institute have never had any concept and idea about information and knowledge before so it is hard for people in the organization to develop information and knowledge strategies.

Lacking of the help of experts: experts are people who are good at a specific field of an subject and have a lot of experiences which is very necessary for the organization in building information and knowledge strategies. However, they do not use absolutely their knowledge because of unsuitable conditions, conflict or any other unsuitable position. This make The Asia Farming Research Institute can not use the experts' knowledge to build information and knowledge strategies.

Lacking of practice program: The Asia Farming Research Institute has not created the environment for implementing practice program so the employees of the organization can not contributed to share knowledge information to each other.

Information and knowledge can not flow throughout the organization: targets of the organization when they develop information and knowledge management is to get knowledge information spread the whole organization. However, it is hard for information and knowledge to be accessed easily.

Lacking of skills to develop information and knowledge: employees have never had any concept about information and knowledge before. Moreover, the employees have knowledge and information but they lack of skills to create, develop, and share it with the other employees in the organization so it can be a drawback in developing an information and knowledge management strategy in the Asia Farming Research Institute.

II. DEVELOP AND STATE A SUMMARY OF THE IMPLEMENTATION (ACTION) PLAN TO SUPPORT THE INFORMATION AND KNOWLEDGE MANAGEMENT STRATEGY

2.1 Leadership and management: leadership and management helps to develop the information and knowledge strategy of the organization faster. As the result, this will lead to sharing effectively knowledge information among employees. (C Lakshman, 2008)

Creating the information and knowledge management strategy and develop it effectively. However, the organization should be able to evaluate the efficiency of the information and knowledge strategy so that they could find out the shortcomings in the strategy and recover them.

The leaders can not provide information and knowledge strategy well in the organization if they lack of co-operation of the employees as well as among employees. During the process of providing information and knowledge strategy, the leaders should identify barriers among the employees so that they could create and apply effectively solution to get rid off the barriers.

The organization should provide policies and schedules concern about knowledge and information strategy. Furthermore, the leader of the organization needs to have skills to provide vision and direction in detail in the organization so that every employee can follow easily.

Creating the information and knowledge management strategy and develop it effectively.

The organization should understand the real value of information and knowledge strategy so that it helps to achieve effectively the organization's goals.

Creating the information and knowledge management strategy and develop it effectively. However, the organization should be able to evaluate the efficiency of the information and knowledge strategy so that they could find out the shortcomings in the strategy and recover them.

Leadership can influence the employees in the organization in terms of environment, activities and culture. This brings an advantage to the leaders so that they can use the advantage of leadership to encourage the employees in the organization in creating and sharing knowledge and information.

2.2 Develop information and knowledge system:

The manager needs to measure the level of present knowledge management: its purpose is to measure the efficiency of the present knowledge system in the organization so that the manager can be able to figure out the shortcomings such as, barriers policies, restraints of the employees or misunderstanding among the employees. So as to the manager can create the method to recover the shortcomings.

Evaluate present infrastructure: infrastructure plays a very important role in developing information and knowledge system because it helps the manager in choosing the method to support the new information and knowledge management system. Also, evaluating present infrastructure supports the manager in deciding which tactics should be used for new information and knowledge management system with the purpose of improving the efficiency of the new system.

Estimate the efficiency of present method in creating and sharing information and knowledge in the organization: this helps the manager to know that if the information and knowledge in the organization is accessed easily, how many existing barriers resist to the current system, or if current information and knowledge is lost. (Awad, 2007).

Create the information and knowledge management team: this activity helps the organization in choosing members in the organization.

The size of teams should be flexibility so that they can adapt easier with the requirement of new information and knowledge system.

The members are chosen in forming teams should be familiar with the activities of the organization, as well as co-operative, enthusiastic, and support the information and knowledge system in the organization.

Every group need to have an expert to represent the unit that belongs to that team (Elias M. Awad, Hassan M. Ghaziri, 2008)

Knowledge capture: information and knowledge will be captured by teams

(Elias M. Awad, Hassan M. Ghaziri, 2008)

After achieving the outcome, the team will find out the relationship between the action and outcome of the team. Then, if every member and the knowledge developer

Team Performs Specialized Task

Outcome

Achieved

Evaluate Relationship Between Action and Outcome

Knowledge

Developer

Knowledge Stored in Form Usable by Others in the Organization

Feedback

in the team agrees that the knowledge has been captured, it will become acknowledged and be available and already for the others in the organization to use.

Test the system: this activity is to measure the efficiency of the system and find out if there is any shortcomings in the system by getting feedbacks from the employees and the other members in the organization.

Training programs: The Asia Farming Research Institute should arrange some courses of training programs about information and knowledge management for their employees. So that they can orientate the important function of information and knowledge.

Purpose of the programs is to train the employees in creating and sharing information that is relevant to the opportunity and benefit of the organization with the other employees effectively. Through the training programs, the organization can encourage the employees by benefiting them like giving rewards when the employees sharing their knowledge. The programs helps the employees to improve their communication skills.

Apply the information and knowledge management system into the organization:

After testing and amending the system, the manager can apply the system into the organization and adjust the system so that it fits in the activities of the organization.

2.3 Promulgate policies concern about information and knowledge management:

Policies are very important for The Asia Farming Research Institute in terms of stimulating the employees in creating and sharing information and knowledge.

(Donald Hislop, 2005)

The Asia Farming Research Institute should consider the employees to be the asset of the organization by giving them chances and the environment to develop their ability in the organization. The employees need to be stimulated and reward as a way of encouraging so that they have motivation to perform well in creating and sharing information and knowledge.

2.4 Develop the environment of sharing information and knowledge:

Sharing information and knowledge plays a crucial role in the development of The Asia Farming Research Institute. By sharing information and knowledge, the employees in the organization will learn better. Moreover, sharing also means learning from the other employees because when an employee shares their information and knowledge with the other employees they will also get feedbacks and reaction from their colleagues.

The Asia Farming Research Institute should use social network in encouraging the employees to share their knowledge and information.

EXPLAIN AND JUSTIFY YOUR IKM STRATEGY AND IKM IMPLEMENTATION (ACTION) PLAN

3.1 Explain and justify:

The Asia Farming Research Institute is an employer of over 700 staff from about 40 countries. Every country has its own characteristic of their language and culture, when they come to work for The Asia Farming Research Institute, they also bring along their country's language and culture. Therefore, the misunderstanding is unavoidable. The Asset Management strategy and Innovation and Creation strategy help the organization to break barriers of the languages and culture.

The reason of using asset management strategy and innovation and creation strategy is that The Asia Farming Research Institute should consider the employees as the main asset of the organization. This is because nothing can replace the role of the employees in creating and sharing information. The employees should be treated as an intellectual property.

The Asia Farming Research Institute starts a formal organizational knowledge management program so the information and knowledge of the organization should be stored as documents for later usage. This helps the organization to save time and money.

The organization should set a clear starting point of the goals because the information and knowledge management should be relevant to the actions, activities and goals of the organization. This helps the organization avoid wasting time, money, manpower and mistakes.

Innovation and creation strategy are applied into the organization with the purpose of capturing tacit knowledge and explicit knowledge. Tacit knowledge is hard to store because it exists in mind of the members of the organization. Explicit knowledge is easy to capture because it is digitized in books, documents, reports, or memos.

The information and knowledge management implementation plan is to concentrate on the efficiency of the strategy because it supports asset management strategy and innovation and creation strategy. The plan should focus on the managers and the employees because the managers with their leadership have the most influence on the whole employees in the organization in developing information and knowledge management. The employees, also, are the factors that create and share directly information and knowledge in the organization.

3.2 The barriers of information and knowledge system:

The barrier of language and culture: The Asia Farming Research Institute is an employer of over 700 staff from 40 countries in the world. They come from different countries with their own languages and cultures. This might create the problem of misunderstanding each other. Specially, this is very dangerous for the organization in terms of sharing information and knowledge because if every employee does not speak a common language, they can not communicate information and knowledge with the other employees. As the result, the system can not operate effectively. Also, culture can be the factor that separates the employees in daily work. Every culture has its own way of behavior so it is easy to misunderstand each other because of the different characters.

Lacking of motivation and reward: the employees need to be motivated and rewarded by the managers so that they can perform well in the work. When an employee share their own knowledge and information which is efficient with the other employees, that employee also wants to be recognized and apprised by the manager so that he has the motivation in performing in his work. The employees can not share knowledge easily if they are not motivated. This leads to they can not create and share knowledge well with the other employees.

Lacking of communication skills: this makes the employees can not share information and knowledge well. Some employees can create knowledge well however they can not share information well because they lack of communication skills. Or some employees lack of information and knowledge but they are not able to explain for the other employees what kind of information that they need. This is very dangerous for the organization in sharing information because it could make the employees misunderstand each other.

Fear of punishment: many employees have knowledge and information. However, they are unsure about the accuracy of their information so they are not willing to share all of their information and knowledge with the other employees because they are afraid of being punished by the policy of the organization.

The reliability of information and knowledge: the purpose of developing an information and knowledge strategy is to have a reliable information and knowledge system. However, there are employees who do not care about the quality of the information. Instead of that, they just care about the completeness of knowledge that they are received. In the real situations, there are also some employees, because of rewards and interest of managers, they are willing to contribute incorrect information. This is a disaster for the organization because those employees with their unreliable information and knowledge can damage the information and knowledge system, that leads to severe consequences.

The impaction of personality: personality can affect the efficiency of the work. Every employee has their own personality that influences directly on sharing information and knowledge. Working in an organization where there are many employees with their own personality so conflict between the employees is unavoidable. As the result, they will not share information among of them. The difficulty for The Asia Farming Research Institute is how to reduce the conflict between the employee.

The employees lack of time in sharing information and knowledge: time plays the most important role in every business as well as developing any strategy. Excellent employees with their high efficiency information and knowledge will be busy all the time at work because there are many other employees want to be shared the information with such excellent employees. As the result, the excellent employees have to spend much more time on sharing information and knowledge than the other employees in the organization.

Lacking of reliance: one of the key factor that contributes to create an efficient information and knowledge system is reliance. Lacking of reliance could delay or damage the information and knowledge system because knowledge is very unique, it needs a perfect accuracy. Normally, experts who have a lot of knowledge are not willing to share with the others people all of their knowledge because of leadership. They are afraid of if they share all of their knowledge, they will lose their power or their position.

CONCLUSION

I have developed an information and knowledge management strategy for The Asia Farming Research Institute that based on asset management strategy and innovation and creation strategy. The information knowledge management strategy is applied with the purpose of encouraging the employees in The Asia Farming Research Institute in creating and sharing their information and knowledge to contribute to the information and knowledge system of the organization.

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