{"id":12674,"date":"2021-05-03T00:00:00","date_gmt":"2021-05-03T04:00:00","guid":{"rendered":"https:\/\/lei.flywheelsites.com\/the-lean-post\/articles\/coachs-corner-how-to-design-a-knowledge-sharing-system\/"},"modified":"2022-06-01T16:05:43","modified_gmt":"2022-06-01T20:05:43","slug":"coachs-corner-how-to-design-a-knowledge-sharing-system","status":"publish","type":"post","link":"https:\/\/www.lean.org\/the-lean-post\/articles\/coachs-corner-how-to-design-a-knowledge-sharing-system\/","title":{"rendered":"Coach’s Corner: How to Design a Knowledge-Sharing System"},"content":{"rendered":"\n

Q: We capture knowledge from projects in lessons-learned documents, but our engineers rarely look at them, forcing us to relearn knowledge for new projects. How can we get our engineers to use the knowledge we already have?  <\/strong><\/h4>\n\n\n\n

A: <\/span>That is a great and common question. <\/span>You are not alone<\/span>. <\/span>Many<\/span> organizations struggle with effectively using organizational knowledge. <\/span>Organizations often focus on picking the right <\/span>practice or <\/span>tool to capture knowledge<\/span>,<\/span> assuming that<\/span>,<\/span> once it is captured<\/span>,<\/span> <\/span>others in the organization wi<\/span>ll <\/span>use it. Like all lean practices<\/span>,<\/span> the effectiveness of knowledge<\/span>–<\/span>sharing<\/span> <\/span>practice<\/span>s<\/span> <\/span>is determined by how well <\/span>it<\/span> helps people do their work. <\/span> <\/span><\/p>\n\n\n\n

Understanding the Customer of the Knowledge Sharing Practice <\/span><\/strong> <\/span><\/h4>\n\n\n\n

If you focus on understanding who needs <\/span>what <\/span>knowledge<\/span>,<\/span> <\/span>you can design a knowledge<\/span>–<\/span>sharing <\/span>practice<\/span> people will use. <\/span>The customers of your knowledge<\/span>–<\/span>sharing <\/span>system <\/span>are the <\/span>development <\/span>team members. You need to understand what knowledge the team members need and when they need it so knowledge can be shared with or pulled by the people who need it at the right time.<\/span> <\/span>It would be best <\/span>to<\/span> <\/span>also understand what doesn\u2019t work about your current knowledge<\/span>–<\/span>sharing practices for team members. There are a couple of common reasons why lessons learned documents don\u2019t get use<\/span>d<\/span>: <\/span> <\/span><\/p>\n\n\n\n

  1. The right knowledge is hard to find. If <\/span>team members<\/span> can\u2019t find the knowledge <\/span>they<\/span> need<\/span>,<\/span> <\/span>they<\/span> feel like <\/span>they<\/span> wasted <\/span>th<\/span>ei<\/span>r<\/span> time.<\/span><\/li>
  2. Creating new knowledge (even if it already exists in the organization) feels more meaningful and enjoyable than searching for knowledge. <\/span> <\/span><\/li><\/ol>\n\n\n\n

    Why Knowledge is Hard to Find <\/span><\/strong> <\/span><\/h4>\n\n\n\n

    Team members \u2014 the customers of the knowledge \u2014 frequently find it challenging to find captured knowledge because knowledge-sharing practices are often designed around making the process easiest for the people contributing knowledge. In the case of lessons learned, the team completing a project usually creates a document that captures what it feels is essential and then stores it in a shared drive accessible across the organization.  <\/span><\/p>\n\n\n\n

    <\/div>\n\n\n\n
    \"Building<\/a><\/figure><\/div>\n\n\n\n
    <\/div>\n\n\n\n

    In practice, these documents are rarely \u2014 if ever \u2014 used, causing the people who write them to put minimal effort into capturing their knowledge, which makes it less likely that other project teams will use the documents \u2014 and the cycle continues.  <\/span><\/p>\n\n\n\n

    Some t<\/span>eam members become disengaged<\/span>,<\/span> feeling like <\/span>they<\/span> are wasting their time capturing knowledge that <\/span>nobody will <\/span>use. <\/span>Other team members become disengaged as you ask them to search through <\/span>poorly organized shared folders, <\/span>trying to find helpful knowledge. <\/span>(Often<\/span>,<\/span> the documents are filed in folders organized by project, not by essential learning topics<\/span>.) <\/span>There is often invaluable knowledge in the files, but finding it is like finding a needle in a haystack. Frequently<\/span>,<\/span> people <\/span>don\u2019t<\/span> even bother looking<\/span> since the relevant <\/span>knowledge<\/span> <\/span>is<\/span> <\/span>hard <\/span>to find<\/span>;<\/span> <\/span>the search is <\/span>too <\/span>frustrating<\/span>. <\/span> <\/span><\/p>\n\n\n\n

    Why Knowledge is Recreated Instead of Reused <\/span><\/strong> <\/span><\/h4>\n\n\n\n

    When it is difficult to reuse knowledge<\/span>,<\/span> <\/span>most people <\/span>re<\/span>create <\/span>it for their new project. <\/span>O<\/span>r <\/span>wors<\/span>e<\/span> yet, <\/span>if there isn\u2019t time <\/span>to create <\/span>it<\/span>,<\/span> people<\/span> make decisions with insufficient <\/span>learning<\/span>, which usually has negative consequences<\/span>. Most people <\/span>enjoy creating new knowledge<\/span>, which<\/span> is perceived as creating new value, even when the knowledge already exists in the organization. <\/span> <\/span><\/p>\n\n\n\n

    Just<\/span>–<\/span>in<\/span>–<\/span>time knowledge creation is fun<\/span> and <\/span>often <\/span>is what is valued and rewarded in organizations<\/span>. But it is an easy way to fall behind the competition when they effectively reuse knowledge and focus their energy on creating <\/span>genuinely <\/span>new knowledge and value for the<\/span>ir<\/span> organization. <\/span>Still, <\/span>m<\/span>ost team members would prefer <\/span>not <\/span>to <\/span>re<\/span>create <\/span>existing organizational<\/span> knowledge <\/span>and wouldn\u2019t <\/span>if <\/span>it were<\/span> easy to find. <\/span> <\/span><\/p>\n\n\n\n

    Designing <\/span><\/strong>a<\/span><\/strong> <\/span><\/strong>S<\/span><\/strong>y<\/span><\/strong>stem<\/span><\/strong> Your Team Will Use<\/span><\/strong> <\/span><\/h4>\n\n\n\n

    For people to reuse knowledge<\/span>,<\/span> it needs to be <\/span>share<\/span>d<\/span> <\/span>at the <\/span>right time in the development <\/span>process in a <\/span>help<\/span>ful format that <\/span>makes the work easier. Th<\/span>ere<\/span> isn\u2019t a<\/span>n easy<\/span> knowledge<\/span>–<\/span>management tool solution<\/span>. Instead, you must provide your <\/span>development team<\/span>s<\/span> with the support they need to create new value. You need to build knowledge reuse into your development process. <\/span> <\/span><\/p>\n\n\n\n

    … deploying such a system frees team members to focus their time and energy toward creating new organizational knowledge. <\/span><\/em><\/p><\/blockquote>\n\n\n\n

    Creating this process <\/span>can<\/span> and should<\/span> <\/span>take many forms and<\/span> should<\/span> <\/span>evolve as you capture more knowledge in reusable formats. The easiest place to start is person<\/span>–<\/span>to<\/span>–<\/span>person sharing<\/span>, which can <\/span>include<\/span> <\/span>individual mentoring<\/span>. <\/span>Such sharing also takes place <\/span>in <\/span>obeyas<\/span><\/em> and <\/span>during <\/span>design reviews that are part of the development project. <\/span> <\/span><\/p>\n\n\n\n

    Design guides<\/span>, trade-off curves, and design standards are other ways to share <\/span>knowledge when it is needed. <\/span>W<\/span>hen <\/span>structured around how<\/span> specific part components and<\/span> the<\/span> overall<\/span> product is designed<\/span>, these documents<\/span> can be effective for providing knowledge at the time it is <\/span>required<\/span>. Design guides work best when used along with mentoring and design reviews and not as a replacement. Trade-off curves<\/span>, which make knowledge visible and easier to use<\/span>,<\/span> is another tool that enables knowledge sharing if <\/span>their use is built into your development process. <\/span>D<\/span>esign standards<\/span>, <\/span>which<\/span> <\/span>include<\/span>s<\/span> reusing proven standard <\/span>components<\/span>, common platforms,<\/span> and modularity<\/span>,<\/span> <\/span>enable you <\/span>to focus your energy and effort on<\/span> <\/span>designing t<\/span>he part of the product that <\/span>add<\/span>s<\/span> new<\/span> value. <\/span>When 80% of your design is fixed (reused)<\/span>,<\/span> you can <\/span>focus <\/span>your energy on the 20% <\/span>the customer cares about <\/span>and <\/span>differentiates you from the competition. <\/span> <\/span> <\/span><\/p>\n\n\n\n

    Designing knowledge-sharing practices that will allow people to get the necessary knowledge at the right time ensures that your team reuses the knowledge your organization has already created. Critically, deploying such a system frees team members to focus their time and energy toward creating new organizational knowledge. Continuously reusing and creating new organizational knowledge sets the foundation to develop new innovative products providing a competitive advantage consistently.  <\/span><\/p>\n\n\n\n

     <\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

    Encouraging learning and knowledge reuse in your development process takes more than a system to capture it \u2014 you must create a system that people will use. Here’s how.<\/p>\n","protected":false},"author":1,"featured_media":13441,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"13582,13059,5318,13037,9664,6789","_relevanssi_noindex_reason":"","footnotes":""},"categories":[31],"tags":[],"acf":[],"yoast_head":"\nCoach's Corner: How to Design a Knowledge-Sharing System - Lean Enterprise Institute<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.lean.org\/the-lean-post\/articles\/coachs-corner-how-to-design-a-knowledge-sharing-system\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Coach's Corner: How to Design a Knowledge-Sharing System - Lean Enterprise Institute\" \/>\n<meta property=\"og:description\" content=\"Encouraging learning and knowledge reuse in your development process takes more than a system to capture it \u2014 you must create a system that people will use. 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