Tag Archives: Tools

Knowledge management method

Webinars

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Online business briefing. Male African American employee speak on video call with diverse multiracial colleagues, on laptop screen diverse business people, meeting online, group brainstorm

A webinar is an online event that is hosted by an organization/company and broadcast to a select group of individuals through their computers via the Internet. Online learning opportunities have proven to be valuable for increasing access to trainings and sharing information. Participation can increase when individuals do not have to travel to trainings. Webinars generally allow participants to ask questions as they would in an in-person training. Webinars and associated training materials are posted online when completed, and can be accessed on an as-needed basis.

Webinars

WHAT

  • SMEs conduct online training that can be accessed live or reposed for on-demand usage

WHY

  • Increase participation, make information available on an ongoing basis instead of a single event

WHEN

  • Webinars are presented live to an audience but can be recorded for playback at any time.

HOW

  • Webinars require the identification of suitable topics and speakers and the marketing of the events through communications such as flyers, newsletters, and calendars.
  • Webinars may involve a single-speaker or a panel of speakers
  • Questions are posted to speakers via moderator or host and often are conveyed through questions posted by attendees through a chat function.
  • Polling activities may be used to alert speakers as to the demographics or needs of audience, or gain immediate feedback on specific points.
  • Attendees to a webinar will typically see and hear the presenters, but not be able to see or hear other attendees.

PRACTICAL CONSIDERATIONS

  • Identify suitable online platform
  • Determine whether registration is open or by invitation
  • Develop registration materials and promotional materials
  • Coordinate with speakers as to pre-event needs and logistics on day of event

LINKS &
RESOURCES

  • New Jersey Technology Transfer Video Library (Youtube), NJDOT Technology Transfer, https://www.njdottechtransfer.net/videos

EXAMPLES

NJDOT Tech Talk! Webinar – Research Showcase: Lunchtime Edition 2022
NJDOT Tech Talk! Webinar – What Happens Now? Virtual Public Engagement During and Beyond Covid-19

Videos

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Business coaching. Management leadership. Partners recording video class with smartphone on tripod.

Videos can support knowledge transfer by providing training and instructional technical assistance, recording webinars and events, and building awareness of model or innovation practices and documenting accomplishments. Project films can visually illustrate complex topics and clarify messages where terminology can be difficult to grasp for viewers unfamiliar with the material. Films can translate issues into compelling stories to support training and education. Videos may describe how a job or task is done for employees new to a position, or can introduce an innovative practice for multiple employees in various locations. Videos can be reposed online for access when needed.

Videos

WHAT

  • Any innovation that must be adopted by employees
  • Expert interviews describing a process or practice
  • Training and educational assistance
  • Events, such as last lectures, for later viewing

WHY

  • To reinforce messages with visual content

WHEN

  • When it would be of benefit to share information that might be more easily understood in visual form

HOW

  • Films and visual media are inherently dynamic and each project will vary according to the purpose and complexity of the project.
  • Projects are developed with the client or customer typically on a project basis. An approach is determined to achieve the project objectives that considers pre-production, filming and editing needs.

PRACTICAL CONSIDERATIONS

  • Hold interviews with subject matter experts
  • Research materials and prepare scripts
  • Document webinars, events and proceedings

LINKS & RESOURCES

EXAMPLES

Annotated Template / Guidance Document

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Hand with pen over application form

Annotation of templates, outlines, plans, or other content/format guidelines provides specific instructions on items for inclusion and how to complete the template and provide documentation where necessary. The annotation instructs consultants and employees new to a position on proper document completion to ensure an accurate and consistent process among multiple users.

Annotated Template / Guidance Document

WHAT

  • Document that must be completed in a particular way has instructions embedded that can be deleted or written over. Provides detailed instruction on what elements to include and documentation needed.

WHY

  • A self-explanatory form saves time when people with experience are not available to instruct others on the use of the form
  • Ensures consistency among all users of the form
  • Saves time when all instructions are available and avoids submission of incomplete forms

WHEN

  • Standard forms used frequently would be available for use as needed

HOW

  • Posted online as a word document that is easily accessible to all users
  • Posted as an example of a document, such as a plan, with instructions for completing a comparable document

PRACTICAL CONSIDERATIONS

  • Determine best format for template
  • Ensure that all instructions are included in the document

LINKS & RESOURCES

TBD

EXAMPLES

NJDOT Templates and Forms
NJDOT Utility Risk Assessment Plan Example

Process Documentation / Mapping

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Hand marker drawing diagram scheme empty flow chart isolated on

Process documentation or process mapping describes the steps in a process, the roles and responsibilities of individuals involved in the process, and the product or products. Experts map out processes and provide supporting documentation for the illustration or map that clearly outlines steps and accountability. The maps show processes across separate functions, providing a picture of how units within an agency operate and coordinate, and documents methods for sharing knowledge. Any employee can follow the process despite the absence of key personnel.

PROCESS DOCUMENTATION / MAPPING

WHAT

  • A flow diagram that illustrates a process and identifies roles and responsibilities of various parties, and products at each step in the process.
  • A table that describes roles and responsibilities in a process

WHY

  • To ensure all employees understand a process and their role in the process, and have access to the information.
  • Provides a visual description of a process which can be easier for employees to follow.
  • Particularly useful for a detailed, multi-step process.

WHEN

  • When a detailed process must be followed by multiple individuals to ensure thoroughness.
  • Available online for access when needed

HOW

  • Experts map out process and provide supporting documentation for the map to clearly outline steps and accountability.
  • Presented as a table or flow chart.

PRACTICAL CONSIDERATIONS

  • Map a continuous process (example: NJDOT Construction Project Completion and Close-out)
  • Map organized by distinct process phases (example: NJDOT Value Engineering Process Flow Chart)
  • Map organized by roles and process phases (example: NJDOT Designer Workflow)

LINKS & RESOURCES

TBD

EXAMPLES

NJDOT Construction Project Completion and Close-out
NJDOT Value Engineering Process Flow Chart
NJDOT Designer Workflow

Procedures Manuals

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studying manual

A procedures manual provides information on a detailed process and reflects an approach that is in line with agency standards and requirements. The document is a resource for all employees, but is particularly useful for new employees, and employees new to positions within a unit, providing explicit knowledge for knowledge transfer despite retirements or departures. In an online document, changes can be made available immediately so that all users of the manual are referring to the most recent version and maintain a shared understanding of the process.

PROCEDURES MANUALS

WHAT

  • A detailed description of processes and procedures, providing step by step guidance.
  • A manual may describe roles and responsibilities and provide a flow chart of the process.

WHY

  • A manual, posted for access by all relevant personnel, ensures consistency of processes and procedures, and adherence to requirements and standards.
  • Turns tacit knowledge held by some individuals into explicit knowledge that can be accessed by all.

WHEN

  • Individuals must understand a complicated process and the process may be compromised if each step is not followed
  • Available as an online resource for access when needed

HOW

  • Compile descriptions of all relevant steps in a process or procedure.
  • A “living document,” the manual will be updated on an ongoing basis to capture new information, e.g. changes in standards, etc.

PRACTICAL CONSIDERATIONS

  • Post the document online for access by all relevant employees.
  • Ensure all relevant employees are aware of the resources.

LINKS & RESOURCES

TBD

EXAMPLES

NJDOT Construction Procedures Manual
NJDOT Pavement Data Collection Data Quality Management Manual

Lessons Learned Database

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Lessons Learned Database

A critical incident or lessons learned database serves as a repository for specific challenges met in project development and delivery. Recording processes and decisions that led to the incidents, and the subsequent resolutions can lead to process improvements, and revised standards and policies, thus saving others from duplicating errors or reinventing the wheel. This sharing of tacit knowledge enables the agency to manage risk through reductions in errors, and allows workers to see the rationale behind changes in processes and procedures, thereby increasing trust in the knowledge and information that underlie decisions. (Cronin and Hammer 2013).

LESSONS LEARNED DATABASE

WHAT

  • A repository for specific challenges met in project development and delivery.

WHY

  • Provides documentation of a process and outcome that may help to identify a cause and effect.
  • Open discussions of critical incidents leads to new ideas for improved processes.
  • Provides the benefit of an individual’s experience and approach to problem-solving to others in similar situations.
  • Creates redundancy and avoids duplication of error and reinventing the wheel, leading to increased efficiency.

WHEN

  • Lessons learned should be documented at the end of a project process when findings are fresh.
  • Findings can also be recorded at strategic points in the process if delay in relating this information would be detrimental to the organization.

HOW

  • Define characteristics of experiences that should be recorded in this database.
  • Describe process, what could have been improved as well as what worked.

PRACTICAL CONSIDERATIONS

  • Understanding decision-making process.

LINKS & RESOURCES

TBD

EXAMPLES