Knowledge Management Systems and Teamwork

This article explains why knowledge management systems (KMS) are important for knowledge management. Before describing the ways in which Information Technology impacts knowledge management, the authors (Alavi, M. & Leidner, D. E., 2001) list the various perspectives of knowledge: a state of mind, an object, a process, a condition of having access to information, and a capability (p. 109). Details are given about how each perspective revolves around a knowledge management system. Knowledge as a state of mind would require IT “to provide access to sources of knowledge rather than knowledge itself” (Alavi, M. & Leidner, D. E., 2001, p. 111). In this case, an individual could read company manuals in electronic form or employee handbooks to gain knowledge to meet organizational needs. Gathering, storing, and transferring knowledge is the key to IT when knowledge is viewed as an object “to be stored and manipulated” (Alavi, M. & Leidner, D. E., 2001, p. 111). This would involve knowledge that was previously acquired to be entered into a system for storage and retrieval. Providing a way for knowledge to easily flow between individuals is required by IT when viewing knowledge as a process (Alavi, M. & Leidner, D. E., 2001, p. 111). In this case, discussion forums, knowledge bases, websites, and email would be an efficient solution. Access to information is the fourth view of knowledge and requires IT to “provide effective search and retrieval mechanisms for locating relevant information” (Alavi, M. & Leidner, D. E., 2001, p. 111). Database queries would be the most effective way for search and retrieval. The idea of knowledge being a capability can be best described as having the capacity to use information (Alavi, M. & Leidner, D. E., 2001, p. 110). Pertaining to capability, the “role of IT is to enhance intellectual capital by supporting development of individual and organizational competencies” (Alavi, M. & Leidner, D. E., 2001, p. 111).

Similarly to Information Technology being an integral part of knowledge management, it also plays a key role in helping teams of workers communicate. There are many IT tools to aid communication, and some of them are e-Mail, instant messaging, web pages and blogs, electronic calendars, project management tools, video conferencing, and mobile devices (Post, G. V. & Anderson, D. L., 2006, pp. 319-321). These tools are not necessary for a team to use, but if the team chooses to take advantage of these available features, it will find communication between members much easier and more common.

Since knowledge is a powerful tool for an employee to have, how can an employee be convinced of the importance to share his knowledge with other team members and not simply keep it to himself?

Alavi, M., & Leidner, D. E. (2001, March). Knowledge management and knowledge management systems: Conceptual foundations and research issues. MIS Quarterly, 25(1), 107-136.

Post, G. V., & Anderson, D. L. (2006). Management Information Systems: Solving business problems with Information Technology. New York: McGraw-Hill/Irwin.