Content Updates
- Dr. Moria Levy
- Sep 1, 2001
- 2 min read
When establishing a knowledge repository, one of the primary challenges is ensuring that content remains current. During the repository establishment phase and the building of the content core, we indeed focus on knowledge worth managing (in cost-benefit terms). However, content management work remains a challenge. In the establishment phases, great effort is made for collection, but this effort is one-time, the type of effort organizations know how to execute. Ongoing maintenance is more difficult.
Here's a small tip that helps ease ongoing collection work: Initial collection is usually done from information in people's heads. This type of knowledge is the most complex to update. However, let's analyze the managed knowledge items. It's easy to see that, despite all originating from "human heads," once we identify what types of items exist, there are two types:
Insights generated in the employee's mind, which must be updated going forward.
Knowledge accumulated in the employee's mind from external sources, which can be updated automatically from those sources.
In cases of the second type, it's naturally recommended to perform automatic updates and thereby strengthen the weak link in the knowledge management chain. Example: If when submitting a new proposal to a client, it turns out there's great added value in a proposal that relies on the company's past conduct (cash flow pressure, willingness to compromise on financial matters or specifically on payment terms, etc.), then it's easy to define how the relevant knowledge is managed in the organization in a way that doesn't require using the salesperson's "head" when preparing the new proposal: The essence of the first proposal submitted was saved, the winning proposal from the past also exists. Straightforwardly, without human intervention, it's easy to identify where changes occurred. Checking cash flow status is even simpler. The salesperson has certainly collected data in the past from external sources, and this can be done again this time. The insight is general, suitable for all organizations or a single organization over time, and therefore requires little maintenance. The difference lies in the content, which can be collected relatively easily and quickly.
It's clear to all of us that this isn't a solution to all content maintenance problems. But if we make it easy where possible, we can focus on the "difficult" knowledge centers for management and concentrate our efforts there. Remember, where it's possible to bypass a problem, you don't have to deal with it and solve it. Good luck.
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