2Know Magazine: Sharing KM Knowledge
2Know: Sharing KM Knowledge
October 2021 - Magazine No. 265
October 2021 - Magazine No. 265
Edition:

We have a service knowledge management system. We invested time in setting it up, launching it, constantly updating it, and undoubtedly someone is using it. Usually, we initially work according to an organized work plan and well-defined guidelines. As time passes, we often deviate from this course.

What do we mean?

  • We don’t optimally utilize the template
  • We use the template, but do not edit the content or adapt it to our users
  • We upload documents instead of edited content
  • We add new content to items without considering the current content

The reasons for this phenomenon vary in worker turnover, lack of training for new content editors, lack of time, burnout. Whatever the reason, we wake up one morning and realize that our current state differs significantly from our initial one. We then decide it is time to rethink our course.

What can we do at this point?

Optimize content, both in terms of accessibility and writing methods.

 

Implementation recommendations:

  1. focused short-term content editor training.
  • Perform training sessions regarding writing principles (including exercises)
  • Analyze with them knowledge items currently stored in the system
  • Verify the current templates and adjust as necessary
  • Enable editors to insert new knowledge items or optimize existing knowledge items, then analyze them together for everyone to learn from the process
  1. Update the guidelines:
  • Perform ongoing activities in the knowledge management system, using the tools and knowledge acquired in the training process
  • Require feedback for every new knowledge item from content editors and/or edge users
  • Perform regular analysis of knowledge items during team meetings.
  1. Prepare for the future: prepare a work plan for optimizing the knowledge items currently stored in the system. This plan’s execution should not interfere with the regular work routine. This plan should consider the following points:
  • The plan must include the system’s most valuable items (approximately 50 items)
  • The plan will be relegated to up to 6 months
  • Every content editor will optimize 1-2 items a week
  • A worker responsible for the plan’s execution will be officially appointed

In conclusion, turnout, burnout, and constant overload never cease. Therefore, it’s best to implement such a project occasionally and not wait for a complete system replacement. It’s always best to listen to edge users and invest in the development of our system.

 

 

 

Written By Chezky Shneller

Due to organization’s increasing need to enable hybrid work during the Covid19 pandemic, using the Teams app has become ever more prevalent. New possibilities are being discovered daily. The hybrid-style Teams entails enables a smooth, continuous work process from any location, using any device.

Hereby are several useful tips for working with Teams. Each tip includes the platform on which it is currently available: computer desktop, mobile phone, or both.

 

  1. Tasks- a fairly new plugin which allows task management.
    • The most efficient way to use this tool is to add the app to the Team app toolbar (side navigation bar) so that it is always available. When you need to create a new task, just click on the task’s “quick save” icon and you’re all set. The task has been created, and you can return immediately to your current assignment.
    • When another user publishes a post or sends you a message, click on the message menu (three dots in the message itself), then select Tasks. This will open a task window listing all the details extracted from the post/message (which can, of course, be edited). Now, all that is left is to choose a deadline for completing this task, and whether it is intended for us alone or to be shared with other users or even teams. You can create several tasks from the same message, then repeat the process.
  2. Answering specific messages (available only via mobile phone)

Like WhatsApp, Teams also enables its users answer a specific message. Just swipe the message you wish to address to the right, even if it isn’t the last message written. This feature will soon be made available for the desktop app via the message menu.

  1. Saving messages for later use (available via both desktop and mobile phone)

When a message contains important information or a point we wish to return to later, it can be saved for later use by clicking on the message menu (three dots) and selecting ‘save’. Your saved items are personal and accessible from any device. All messages saved are stored in one folder and can be accessed by clicking on “My Profile>Saved. To cancel the saving, simply click again on the message menu, then select ‘cancel saving’.

  1. Pinning a message at the top of the page (available only via desktop)

If you want to pin messages at the top of the page to be seen by all parties, click on the message menu>Pin. This can be applied to only one message at a time. Clicking on the message will immediately jump you the original message. To unpin the message, click on the message menu and select ‘cancel pinning’.

  1. A text editor “rich” with messages (fully available via desktop, an abridged version also available via mobile phone)

The text editor is fairly simple. However, notice the icons at the bottom of the message, the first being Format . Clicking on it opens the complete editor with several additional features such as font selection, paragraph alignment, adding links, etc.

 

 

 

  1. Chatting during meetings (available only via computer desktop)

You can define the chat to be shown to all participants only when a message has been sent. This can be done by clicking on the menu and selecting the chat feature for the bubble at the top of the screen. This feature is especially comfortable during screensharing, when there’s no need to see the chat, during a Teams meeting, using the message menu.

 

 

 

  1. Using the various possible emojis (available both via computer desktop and mobile phone)

When writing a message/answer, you can use emoji. Some emoji have a little dot beside them, which indicates that this emoji has other versions, usually differing in color. A right click (when using a computer) or a long press (when using a phone) will display all possibilities from which we can choose the one most desirable at the moment.

  1. Opening a file on your desktop (available only via computer desktop)

When opening a file on Teams, the file “takes over” the entire screen, not allowing us to work on multiple files. Furthermore, only some of the file editing features are displayed. It’s therefore better to open the file on your desktop by selecting “open in desktop app”, work on the file then close it in Teams.

  1. Defining the desktop app as your default setting (available only via computer- depending on your license)

When receiving a file, we usually click on it directly and open it via Teams, which allows displaying only one file at a time. To change this, click on the file menu and select “open with desktop app” to open it regularly. You can also access the settings, selecting settings>general>scroll down to “files” to alter the desktop app.

  1. Browsing through screens

The upper corner of a Teams screen features two arrows, which allow flipping Teams screen back and forth not unlike browsing through a browser. A long press on one of these arrows opens a list of our recent locations which allows us to access them quickly.

 

In conclusion, whether you are using the Teams app using a computer or phone, you should be aware that Microsoft adds new, useful features highly frequently. It is therefore vital to constantly ensure that your app is updated and follow the various forums in which the latest updates are published and discussed.

References:


https://youtu.be/qgL6fNvm9w4

 

 

 

 

 

Written By Dafi Weiss

Running a household is not unlike running a business. Parents are CEOs of their private enterprise and must ensure that all functionaries do their job correctly and are content.

Nowadays, parents bear most of the responsibility for their children. Parents are substantially more involved in their children’s lives as well as their managing their time and tasks. We must remember their homework, what must be brought to school, and all of their friends’ birth dates.

With the Coronavirus came a wide variety of additional tasks, tests, quarantines, and examinations. If parents used to come to school twice a year and receive their bills in the mail, nowadays the data and responsibility constantly arrive at our doorstep (not literally) in form of text messages and emails.

How can we ensure that this data isn’t lost while not interfering with our attempt at making a living and retaining some peace of mind?

This article discusses the various ways in which we can incorporate elements from the world of KM into our families and homes. It offers tips and simple, familiar digital tips that can make this task much easier.

  • Planning and assigning responsibilities: running a home, like any business, requires first and foremost assigning responsibilities. This is usually done naturally, as every family member realizes their responsibilities. This is important, as it prevents tasks from falling through the cracks, being handled in the last minute or handled several times redundantly. Despite the process occurring naturally, it’s best to nevertheless define the responsibilities for clarity’s sake as well as optimal use of the time and resources at hand.
  • Shared Excel- a shared Excel document allows all family members to follow the collective budget. You can feed in your regular expenses (school, mortgage, bills) and unexpected, irregular expenses (plumber, electrician, etc.). Divorced couples can feed in each parent’s expenses regarding the children. The expenses are calculated either on a monthly or quarterly basis. This enables you to review how much you’ve spent and consider whether any of these were unnecessary and whether you’ve exceeded your budget and where you could save.
  • Shared journal- a useful way to track family members’ various activities, both regular and occasional. This tool allows you to efficiently and orderly plan your week: who needs to be driven where, who needs to be present at the activity, who needs to cut early from work, etc.
  • List apps- there are several user-friendly apps that help manage shopping lists or lists of tasks. Each family member can add items missing at home or special requests to the shopping list. It’s a comfortable method to manage bureaucracy-related tasks or list the stages of a complex task that needs to be executed. For example, a trip abroad requires renewing your passport, to be checked for Covid19, packing your bags, and finding a boarding house for your dog. Once one of the tasks has been completed, it can be crossed off the list. The shared list is then updated.
  • Folders- organizing files in a folder is part of our regular work routine, but it seems to be overlooked in regard to our personal life. We hoard pictures and files that are at best saved on our computer in a single folder on our desktop, or (in less favorable situations) are still saved on our phone, together with irrelevant pictures and files. To avoid accumulating thousands of files and pictures, it’s best to develop a habit of downloading pictures and files monthly. Delete anything irrelevant and organize your files by subject (e.g., medical files, bank documents, insurance, school) and pictures in folders by date.
  • Dropbox- one of the best and most popular file storage services. It can be used to store 2-18GB files free of cost, and substantially larger files for a reasonable fee. Dropbox enables backing up important files in case the hard disk on which they are stored crashes. This is a great solution for important documents such as IDs or passports, which can thus be available for all family members at all times.

Some of these solutions take some more time, which we as parents and working people do not have. Nevertheless, their advantages are obvious and might be the best way to find some peace of mind in this chaotic atmosphere.

As expected from any change, both in organizations and families, changing habits take time and adaptation, however are fruitful. Recommended!

 

 

 

 

Written by Rom Knowledgeware
Fax 077-5020772 * Tel 077-5020771/3 * Bar Kochva 23 st., Bnei Brak Postal: 67135