Knowledge management: meaning, model & advice

Introduction

Companies that use knowledge optimally are more efficient, effective and innovative. Managing knowledge to achieve organizational goals is called knowledge management. In this article, we explain what knowledge management is, what types of knowledge exist, and give advice for putting knowledge management into practice.

What is knowledge management?

Knowledge management is the process of identifying, organizing, storing and disseminating information within an organization. Companies invest in knowledge management to achieve organizational goals more efficiently and effectively by making the best use of knowledge. Thus, knowledge management can contribute to improved performance of the organization and individuals, innovation and to gaining a competitive advantage.

Knowledge management is also often referred to in the Netherlands by the English term knowledge management (KM). Although knowledge management has been used in organizations for decades, it has also been the subject of academic research since the 1990s.

What types of knowledge are there?

To successfully deploy knowledge management as a strategy for your organization, it is good to first define the different types of knowledge.

Unconscious knowledge

Unconscious knowledge, called tacit knowledge in English, is knowledge that is deep within a person and based on personal experience, skills and intuition. This knowledge is difficult to articulate, transfer or record.

Unconscious knowledge is often acquired through practical experience and includes personal insights. Examples include an experienced chef who intuitively knows how long to simmer a dish without looking at the clock or a team leader who understands how to resolve conflicts in the team without explicit rules.

Implicit knowledge

Implicit knowledge is knowledge that has not yet been made explicit, but may be theoretically transferable. It is knowledge that lies between tacit and explicit knowledge. Implicit knowledge is not directly written down or formalized, often hidden in daily routines or habits, and can be captured relatively easily through interviews, observations or documentation.

Examples include the process an experienced employee follows to solve a problem, but which is not documented or the methods an organization uses to maintain its culture, without explicitly documenting it.

Explicit knowledge

Finally, explicit knowledge is knowledge that is formalized, documented and easily accessible or transferable. This is the most tangible form of knowledge. Explicit knowledge is structured and recorded in physical or digital form, easily shared and reused.

Examples include a training manual that describes exactly how a new employee should perform a specific task or company policies set forth in a document.

Knowledge management model: SECI model

In knowledge management, you want to transform as much unconscious and implicit knowledge into explicit knowledge as possible, as well as transfer different types of knowledge within an organization. One framework that describes this is Ikujori Nonaka's SECI model.

The SECI model describes how knowledge is created and shared in organizations through the interaction between unconscious and implicit knowledge on the one hand and explicit knowledge on the other. The model consists of four processes that together drive continuous knowledge creation.

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Socialization (unconscious and implicit to unconscious and implicit)

Socialization is the process by which unconscious and implicit knowledge is shared from one person to another through direct interaction and experience. This often occurs through observation, joint activities, mentoring, or informal discussion. For example, an experienced craftsman teaches an apprentice new skills through demonstration.

Externalization (unconscious and implicit to explicit)

This is the process of converting unconscious and implicit knowledge into explicit knowledge through articulation, such as words, concepts or models. This can be done through brainstorming sessions, writing manuals or creating diagrams. An example is an employee documenting his experiences in a report so that others can learn from them.

Combination (explicit to explicit)

During this process, explicit knowledge is synthesized and restructured to create new explicit knowledge. This is often done by collecting, analyzing and organizing information, for example, using databases or meetings. An example would be when marketing teams combine various reports to formulate a new strategy.

Internalization (explicit to unconscious and implicit)

Internalization is the process by which explicit knowledge is incorporated and integrated into personal experience, becoming implicit knowledge. This happens through practice, reflection, and application in daily work. For example, an employee learns a new procedure from a manual and applies it until it becomes a habit.

These four processes form a dynamic and continuous cycle, the knowledge spiral. As knowledge moves through these cycles, valuable knowledge spreads and develops within the organization. The SECI model emphasizes that knowledge creation is not a one-time event, but an ongoing process that depends on interactions between individuals and groups. The SECI model helps foster innovation, capture and share organizational knowledge, and create an effective learning culture.

Recommendations for knowledge management in practice

Successfully implementing knowledge management in an organization requires strategic and practical action. Below we provide 7 pieces of advice for putting successful knowledge management into practice.

1. Identify and categorize knowledge

Determine where critical knowledge resides, who owns it, and how it is shared. Create a knowledge overview (knowledge mapping) and map existing unconscious, implicit and explicit knowledge. In doing so, focus on knowledge that directly contributes to the organization's core processes and objectives.

2. Define KPIs.

Determine which KPIs are important to measure the contribution of knowledge management to your organizational goals. These could include frequency of use of knowledge platforms, speed of innovation, and customer satisfaction. Provide a system that allows you to measure KPIs. In addition, collect regular feedback from employees on the effectiveness of knowledge management.

3. Facilitate technology and knowledge management tools

Use knowledge management systems (KMS). Implement platforms such as intranets, document management systems, or knowledge management ssoftware (e.g., SharePoint, Confluence, Slack, or Trello). Ensure employees have quick and easy access to relevant information. With the rise of artificial intelligence, it has become easier for organizations to identify patterns in data and enrich knowledge. Also read our blog post on enterprise software for more insight into the different types of tools.

4. Ensure effective processes and structure

Build knowledge management into existing workflows, such as project reviews or brainstorming sessions.

Document lessons learned after each major activity or project. Document and share insights and successes. Use standardized templates for storing and presenting knowledge.

5. Create a culture of knowledge sharing

Encourage collaboration and encourage employees to share knowledge through open communication, teamwork and interdisciplinary collaboration. Reward employees who actively contribute to knowledge sharing and creation. Ensure that leaders and managers actively support knowledge sharing and lead by example themselves.

Start mentoring programs as well. Pair junior employees with experienced colleagues to transfer implicit knowledge. In addition, create informal groups in which employees with shared interests exchange knowledge. Similarly, facilitate on-the-job training for learning moments within daily work processes.

6. Provide continuous learning

Train employees by offering training on the use of knowledge management tools and techniques. In addition, promote lifelong learning. Encourage employees to continue developing new skills and knowledge. E-learning platforms are great for this purpose. Also, offer employees a budget they can use for training and education.

7. Create a safe environment

Implement security protocols to protect confidential or sensitive knowledge. Also provide a secure work culture. Employees should feel comfortable sharing their knowledge without fear of negative consequences.

We wish you much success in implementing a successful knowledge management strategy.