2Know Magazine: Sharing KM Knowledge
2Know: Sharing KM Knowledge
June 2014 - Magazine No. 177
June 2014 - Magazine No. 177

Organizations tend to switch Knowledge Management systems similarly to an individual switching a Smartphone, vehicle, apartment…

The reasons vary: an outdated system no longer technologically supported or the need for innovation and staying updated, installing an entire new system instead of performing a large change in the current one, etc. The switch (or upgrade/conversion), be it a result of some constraint or part of a natural organizational process, is an opportunity to perform a renewed need location which is a process that should be performed routinely yet it usually forgotten.


In recent years, I have accompanied (and still do) many projects of this sort. When I review these projects, the vast difference between them becomes apparent. Seemingly, they all share a common starting point-we are upgrading: the portal, the website, the knowledgebase. Actually, every update was derived from a different need (not always a technological one) and therefore requires a different process lead by different processes.


Take for example a large organization that assimilated a new technological system and is in the midst of converting all the knowledge from the old system which is no longer supported. The old system includes professional and unit websites, headed by website mangers from the organization's different units.  The website managers did not choose the change yet are committed to it. The field of organizational Knowledge Management invests many resources in the conversion process, which includes optimization of the existing knowledge, re-characterizing the websites, constructing them, entering their content, guiding the website managers, ongoing support of the latter and an orderly change of staff.


The website managers are full partners in the process: they optimize the existing knowledge, they approve the list of site topics (content tree), transmit requests for changes in structure and experience working with the new site. Only after all these are fulfilled with joint consent is the responsibility fully handed over to them.  


What should be emphasized during this process?


  • Short schedules.
  • Optimizing and knowledge validation.
  • Cooperation with website managers
  • Quick characterization based mainly on the current yet still requires providing added value both visually and regarding abilities.

A different organization is reconstructing its knowledge directory. The organizational change and the lack of apt response to the current knowledge directory lead to the need for an update. The change is usually accompanied with switching the system, yet the need location process that was executed shows that the main difficulty users experience nowadays is with the content: it is difficult to locate the content, the knowledge items are long and complicated, are not presented in templates and are therefore difficult to use.


This organization will perform a validation process and a usefulness survey with potential users in order to ensure that the defined concept indeed matches the located needs.

What should be emphasized during this process?

  • Including potential users in the characterization process and content writing.
  • Defining a knowledge tree (external accessibility).
  • Rewriting all knowledge items.
  • Operating according to conversion sites.
  • Training and guiding content writers.

Yet another organization is reestablishing its professional portal.

The users are complaining about the current portal's search engine-the knowledge is difficult to reach, is presented in an unorganized fashion, and there is an inflation of irrelevant knowledge.


The portal will be reestablished using a new system which will emphasize several search methods. The formulation of the solution and its illustration are performed gradually and ripen as the process progresses. This way the gap between the users' expectation and the presented solution is increasingly shrinking.


What should be emphasized during the process?

  • Defining types of knowledge and professional subjects according to roles and areas of practice.
  • Optimizing and validating the existing knowledge.
  • Re-Cataloguing all the knowledge.
  • Recurring validation of the solution being formulated.


In conclusion: sometimes, the required change is not switching the system yet we lack the motivation and resources that the real solution requires.

The incentive to perform this change is changing the system. Once the system is switched (as part of an inclusive strategy) it is easier to muster the motivation and apply resources. The overall emphasis is to adapt to the need and not miss the opportunity.


Written By Ella Antes

Human behavior and interactions in different situations have always interested society. Many scientists have analyzed different human behaviors in answer various needs of the worlds of sales, distribution, communication, etc. etc.




Nowadays, one of the major tools, available to pretty much everyone, is the Web site: company websites, personal profiles on LinkedIn, Facebook, etc. Large organizations, small businesses and individuals use the internet for business and personal/social purposes. Furthermore, most companies invest many resources in the development of unique, well designed, innovative websites since if you're in the web you're practically irrelevant.


Nowadays, we're all on the Web. But does that necessarily mean we're relevant?

Does the organization indeed reach its target audience through the website? Does the way people behave when using the site match its definitions? What makes a website into a communicative site that communicates with its target audience? Is it the fact that the site's message was conveyed successfully? Or perhaps a site succeeds when a community of committed users is developed? Ultimately, the base of any site is human behavior, psychological reactions to different situations, to information, color, design and content

So what do psychologists say? And what do we do about it?


  • Build trust- in order for the users to use the site as planned they must trust you, enjoy themselves and be curious enough to return. According to Robert Plutchik, human emotions are described as such:

So, if we would wish to provide the users a sense of:

  1. Expectation/curiosity

We must choose a title that integrates humor in order to provide enjoyment, then use a short elaboration text in order to build trust, then add a "to be continued…" at the bottom will provide curiosity. For example:




  • Recurring patterns: people find it easier to deal with something known and familiar. This is why we have repeatedly recommended using patterns and templates when making information more accessible to users. Furthermore, the two main things users want to be able to locate easily when visiting a site are the sites purpose (why am I here?) and the site's navigation system.
  • Consistent branding: When dealing with branding, you don't have to reinvent the wheel. You should actually refrain from doing so. Instill the logo and brand colors uniformly in all communication tools-newsletters, distribution mails, etc.
  • Psychological "triggers": psychological triggers are bits of information that are combined in the site's use and affect the user's behavior. For example, the human tendency to "go with the flock" is translated to a psychological trigger such as:


  • Using pictures in order to enhance a concept: choosing pictures that match the site's theme can enhance its message and provide the right atmosphere. That said, pictures that do not contribute to the subject can confuse the users

This smiley, for example, has nothing to do with this paragraph. Furthermore, it is preferable to reconsider using abstract pictures which can be interpreted differently by different people.

  • Color psychology: what color is your mood? Using different colors affects people in various ways. It is therefore worthwhile to give thought to the site's colors. For more, read "the psychology behind using color".
  • People's reading pattern: people don't really read; they merely scan the page. The scan is performed in a Z pattern. This is why for instance the company's logo should be placed in the site's top left corner. Of course, the texts should be meticulously chosen and should be short and concise.
  • Focusing each page: each site page should have a focus and purpose. When designing a page, a focus point must be clearly placed in order to inform the users what to find on the page. This can be achieved through a noticeable upper banner or an emphasis in the navigation, in addition to the page's content.
  • A place to breathe- pages loaded with details and information may cause a sense of shock/overload which may very well cause the users to leave the page abruptly. By using a balanced combination between the designed spaces and the blank spaces, users will be directed to the relevant web items and perform accordingly.

To conclude, psychology has indeed what to offer in the field of web design as it can provide us with components to consider when characterizing an organizational portal, Knowledgebase, newsletters, etc.

If you're interested in reading more on the subject of the human brain's conduct and its connection to user experience, I recommend Moria Levy's summary of "Designing with the Mind in Mind".


"One of the best ways to reach somewhat of an understanding of the human world is to avoid our usual fixation on the psychological principles of the individual and think that human beings are mere atoms activated by simple rules and study the patterns these rules form" [Mark Buchanan].

Think about it…
















Cross-Site Publishing Feature

One of the most interesting innovations SharePoint 2013 features is the ability to display data from one site collection in other site collections and even other web application and farms using Web Parts for searching.




The advantages of this method include:

  1. Keeping data in a single site collection in which all content writing and editing helps us avoid human errors since most users view a the content's reflection via this site collection and cannot access it and accidentally edit/delete any data. Furthermore, when we decide to change the content in the site collection designated for writing, the changes appear throughout all sites making use of the same content.
  2. Enables sharing content anonymously in sites that display said content.
  3. Creates a variety of usable website architectures.


How is cross-site publishing accomplished?

  • Define libraries and lists as a catalogue in the site collection in which the Cross Site Publishing app has been activated.
  • Add the lists and libraries to the search index using 'crawling'.
  • Add search web parts to the site collections in which the content will be displayed.
  • By using search web parts in the specified site collections, the search is conducted on the search index that contains data from the libraries and lists in which cross site publishing was defined.

Note: This application is relevant to SharePoint servers only and does not work with cloud environment SharePoint 2013.


This review is based on a YouTube lecture review as well as the link below:


Written by Rom Knowledgeware
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