In: Computer Science
What are the steps to be followed in building the Knowledge Management System in hotel.
`Hey,
Note: Brother if you have any queries related the answer please do comment. I would be very happy to resolve all your queries.
Step 1: Identify the various business issues
The first step is to identify the various business issues by conducting an internal analysis of your firm. Unless you know what the problem areas are, you won’t be able to align the knowledge management systems with the business goals and objectives. You must thus try to evaluate or assess the variety and quantity of the information that your business has stored in databases, on the web, as well as that which employees possess through their personal experiences and knowledge. Efforts must be made to do a cost-benefit analysis, evaluate the complexity of system structures, get to know training costs, security issues, updating costs and analyze existing business practices.
Running away from the fear of the huge amounts of information present to be stored or managed is something that keeps many businesses away from the implementation of KM systems. But this reaction does not address the business issue related to managing your corporate knowledge systematically and, hence, will only increase it over time.
Step 2: Prepare for transition
Once problem areas have been identified, the next step is to prepare yourself, your employees as well as the entire workplace for the transition. Application and implementation of KM systems deal with cultural changes at the workplace rather than change in technology alone. Your employees may try to resist the change or may even try to oppose it. To avoid this or deal with it you must follow a smart or wise approach and bring about gradual changes. Give yourself and your employees time to get slowly used to using a new KM system, provide them with the aid and training to adapt to new systems and make sure this phase is dealt with patience and understanding.
Most people have a natural inclination and desire to learn and share their knowledge. Each and every employee belonging to your organization wants things to be easier and more effective. You must thus make efforts to make them understand the importance of implementation of knowledge management systems so that they can embrace change happily.
Step 3: Get together a dedicated team
To make the implementation of knowledge management system successful, a strong team with an experienced team leader is extremely important. You cannot execute the implementation process without putting someone in charge. Getting together a dedicated team helps to streamline the implementation and get a focused approach for reaching the objective. You must bring together a team consisting of a wide range of expertise so that the skills and experience of each team member can be united for a high-impact result. The team leader you select must possess strong project management skills, extensive experience, broad knowledge and top-level people skills. He/she must have good leadership qualities and should be able to understand the importance of knowledge management.
The team you gather must chart out a well-detailed plan before starting the process of implementing a company-wide KM system. You must be closely involved in the process to ensure everything runs smoothly.
Step 4: Evaluate technology needs and prioritize them
The next step is to evaluate and assess the various technology needs and then prioritize them. You must try to figure out the various sources of knowledge needed to solve the business problems. In order to implement knowledge management systems throughout the workplace, it is imperative to know the potential costs that will be incurred, the expertise and the technology tools that you currently don’t possess but would be required. Identification of what is needed and then evaluating what you have already got will help you determine what is missing. Do not jump the gun and purchase expensive technology without discussing it with the core team or concerned individuals.
Once you have made the decision of purchasing the needed technology, you must try to determine the best sources for getting that technology. Compare prices, quality, and brand and only then choose the most affordable yet suitable source.
Step 5: Determine the major attributes of knowledge management system
Now the next step involves determining the major aspects or attributes of knowledge management system. You now need to define the key features by drafting a checklist to make sure that the technology that you will be acquiring will be able to address the business problems and will also enhance the overall profitability. The following are some of the key features of KM systems:
Step 6: Rolling out the building blocks
The implementation process of your knowledge management systems must be a phased out process to ensure that the overall objective can be divided into smaller goals to ease out the procedure and make it more efficient. The following are some of the building blocks which you can use for successful implementation of KM systems at your workplace:
Step 7: Link knowledge to people
When your organization is faced with a certain business problem, then help of knowledge databases may be needed. These databases are not just records and reports of existing information but also solutions or knowledge possessed by employees. In such a situation, finding out who knows what can be a time consuming and hence it is better to link knowledge to people in advance as a part of the overall implementation of knowledge management systems. There are 2 major ways to do so, and they are given as follows:
Step 8: Launch the KM system
With the help of the sufficient amount of funding as well as important resources, the implementation of knowledge management systems can be achieved. Now that you know what your goal is and now that you have addressed the cultural issues and met technology needs, it is time to launch the program. Once the program is launched, you may come across certain problems, issues and gaps that you need to address as you move forward.
Step 9: Measure and constantly Improve your KM system
Only after launching or implementing company-wide knowledge management system will you come to know the areas that are not working as per your expectations. Formulate ways to measure the effectiveness of the program and then make efforts to fill the gaps and make required improvements. After making the improvements, compare old results with the new ones and measure the difference. See how your performance has improved and continue to incorporate these improvements as you go ahead. Do not be too quick to dismiss the program because it takes time and efforts for expected results to show.
Kindly revert for any queries
Thanks.