PKMastery

Personal knowledge mastery

A theoretical model for PKM

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My focus on PKM developed after an initial personal need and then increased when I saw how personal knowledge management could help others. Cheong, KF 2011, ‘The roles and values of personal knowledge management‘, DBA thesis, Southern Cross University, Lismore, NSW – now adds some solid research to the field. K.F. (Ricky) Cheong asked the following research questions:

RQ1: What are the roles of PKM in the Knowledge Management Process?

RQ2: What are the values of PKM for individuals and organisations?

RQ3: Is there any correlation between the roles of PKM in Knowledge Management Processes and the values of PKM for individuals and organisations?

RQ4: Is there any correlation between the values of PKM for individuals and the values of PKM for organisations?

Cheong provides this overview of a general definition:

Irrespective of how PKM is defined by different scholars, the key purpose of PKM is to provide a framework for individuals to manage new information, integrate it and enrich each individual knowledge database in an effective manner. Doing this successfully will empower each individual to easily apply their own personal knowledge to deal with new and old problems, to learn from new experience and to create new knowledge. It is a continuous and interactive process which is not independent of other knowledge management processes. (p. 42)

He based the research model and questions on a framework of skills for undergraduates, developed by Susan Avery, Personal Knowledge Management: Framework for Integration and Partnerships, presented in 2001.

The literature review in chapter 2 stated that Avery et al. (2001) defined PKM as an overall structured process for intentionally managing information and turning it into useful knowledge. There were seven PKM skills in the proposed PKM framework, namely (1) Retrieving information; (2) Evaluating information; (3) Organising information; (4) Collaborating around information; (5) Analysing information; (6) Presenting information; and (7) Securing information. (p. 233)

Cheong concluded, as I have, that PKM is beneficial on both a personal and organizational level. I am quoted in the thesis, but it is my earlier work, and not the more developed Seek > Sense > Share framework I now use, that shows how important knowledge – sharing is for individuals, organizations, and networks.

In summary, the research findings concluded that PKM has important roles in KM processes (section 5.2.1). The values of PKM were found to have significant contribution (section 5.2.2) in both individual competences and organisational competences. Positive correlations were found between the roles of PKM and their values in contributing to individual competences and organisation competences (section 5.2.3), and also between the values of PKM for individual competences and the values of PKM for organisation competences (section 5.2.4). (p. 259)

Cheong suggests that organizations incorporate PKM into knowledge management, and I  generally agree, though I have concerns with (3) as it might make PKM less personal and therefore not habitually used by knowledge workers.

The following is a general framework to guide an organisation in its task of implementing their organisational PKM strategy. (p. 264)

(1) Treat PKM Skills as an asset for organisation.
(2) Develop a PKM Skills inventory as part of Human Capital Management.
(3) PKM Skills are part of the performance measurement and reward system.
(4) Develop an individual learning plan to acquire and improve PKM skills.
(5) Leverage on IT based PKM tools to embed individual learning processes into the organisational learning process.

For most PKM practitioners, this is likely too much information, but Cheong does a good job of a fairly extensive literature review and corroborates what many practitioners already know. This work could be useful in getting PKM accepted as a more standard organizational practice, and for that, I thank Ricky K.F. Cheong.

Image: PKM Roles & Values by K.F. Cheong

From observation to breakthrough

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From multiple observations come ideas. From multiple ideas can come new insights. From multiple insights we can create stories. From our stories, we can change beliefs. In a nutshell [my interpretation], this is what Gunther Sonnenfeld discusses in much greater detail in The Great Planning Paradigm. Sonnenfeld’s post is focused on marketing, an area where I have little experience.

I find The Great Planning Paradigm is a good framework to look at innovation (breakthroughs) in general. It also aligns with personal knowledge management (PKM) or those routine behaviours that we can practice and perfect in order to enhance learning and innovation at an organizational level. The PKM framework of Seek-Sense-Share has several similarities. Observations equate to Seeking. Insight equates to Sensing. Telling stories equates to Sharing. It is most interesting to see a connection between PKM and marketing, something I would not have considered. Everything, it seems, is connected.

In PKM and innovation I showed how Seek-Sense-Share aligns with the four skills that most successful innovators exhibit. The framework has similarities with the four innovation skills noted by Scott Anthony, author of The Little Black Book Of Innovation. Seeking includes observation through effective filters and diverse sources of information. Sense-making starts with questioning our observations and includes experimenting, or probing (Probe-Sense-Respond). Sharing through our networks helps to develop better feedback loops. In an organization where everyone is practising PKM, the chances for more connections increases.

Collaboration is working together for a common objective, while cooperation is openly sharing, without any quid pro quo. Both are necessary in order to connect the work being done in organizations with new ideas outside the organizations. Innovation is not so much about having ideas, as making connections.

I recently explained the Seek-Sense-Share framework in my session with En Nu Online in the Netherlands, with quite positive feedback that the image below helped to convey how it worked. We seek new ideas from our social networks and then filter them through more focused conversations with our communities of practice, where we have trusted relationships. We make sense of these embryonic ideas by doing new things, either ourselves, or with our work teams. We later share our creations, first with our teams and perhaps later with our communities or even our networks. We use our understanding of our communities and networks to discern with whom and when to share our knowledge. Sometimes, timing is everything.

Innovation is not a repeatable process

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Can innovation be promoted through better processes? James Gardner [dead link] does not think so any more.

“I have not been able to find any regular correlation between well adopted innovation processes and actual innovation outcomes, and I’ve been looking pretty hard. And here at Spigit, we’ve got hundreds of data sets to look through.”

After a decade of looking at innovation in organizations, Gardner says that people have to be personally motivated; the old “what’s in it for me?” [WIIFM] question. “In other words, if it personally affects us, we care about it. If it doesn’t, we might care a bit, but we are much less likely to take action to change things.”

This is why I think personal knowledge mastery is so important. PKM promotes unique, individual ways of sense-making, while still sharing among peers and colleagues. In my writing on PKM for the past eight years, I have stayed away from prescriptive methods on purpose. I want every knowledge worker to discover his or her own processes. With our PKM workshops, I have seen examples of many different tools used for PKM. There is no single answer, but once you find something that works, you have a better chance of sticking with it.

I recently wrote about PKM and innovation and concluded that in order to address complex problems, businesses have to rely more on individual tacit knowledge, but this type of knowledge is never easy to convey to others. It takes time and especially trust to keep making attempts at common understanding. Accepting PKM, as a flowing series of half-baked ideas, can encourage innovation and reduce the feeling that our exposed knowledge has to be ‘executive presentation perfect’.

Workplaces that enable the constant narration of work and learning in a trusted space can expose more tacit knowledge. We can foster innovation by accepting that our collective understanding is in a state of perpetual Beta. This is how we create a culture of innovation.

Innovation is like democracy, it needs people to be free within the system in order to work. In my opinion, democracy is an essential foundation for social business. Empowering knowledge artisans to use their own cognitive tools creates an environment of experimentation, instead of adherence to established processes. I discussed knowledge artisans in my recent white paper, and what follows is an excerpt.

An artisan is a skilled manual worker in a particular craft, using specialized processes, tools and machinery. Artisans were the dominant producers of goods before the industrial era. Knowledge artisans of the post-industrial era are beginning to retrieve old world care and attention to detail, but they are using the latest tools and processes in an interconnected economy. Look at a web start-up company and you will see it is filled with knowledge artisans, using their own tools and connecting to outside social networks to get work done. They can be programmers, marketers, salespeople. Their distinguishing characteristic is seeking and sharing information to complete tasks.

Next generation knowledge artisans are amplified versions of their pre-industrial counterparts. Equipped with and augmented by technology, they rely on their networks and skills to solve complex problems and test new ideas. Small groups of highly productive knowledge artisans are capable of producing goods and services that used to take much larger teams and resources. In addition to redefining how work is done, knowledge artisans are creating new organizational structures and business models, such as virtual companies, crowd-sourced product development and alternative currencies.

Knowledge artisans not only design the work, but they can also do the work. It is not passed down an assembly line. Many integrate marketing, sales and customer service with their creations. To ensure that they stay current, they become members of various “guilds,” known today as “communities of practice” or “knowledge networks.” One of the earliest knowledge guilds was the open source community, which developed many of the communication tools and processes used by knowledge artisans today: distributed work; results-only work environments; blogs & wikis for sharing; agile programming; flattened hierarchies; and much more.

Allowing and supporting PKM, like BYOD, can empower knowledge artisans. This empowerment creates a more diverse set of skills and perspectives in the workplace. It also helps keep knowledge artisans motivated (autonomy, mastery, sense of purpose). While not directly equating to innovation, these conditions can be much more fertile ground for new ideas and many more connections. It’s rather obvious that strict command and control, or slavish adherence to cult-like methodologies like Sick Stigma, are getting us nowhere.

PKM webinar 25 october

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On 25 October at 18:00 GMT I will be conducting an online session on personal knowledge management (PKM). It will be in English and is hosted by En Nu Online, a Netherlands company focused on social media for learning and is part of a longer workshop series. The hosts are @joitske and @sibrenne and there will be a Twitter back-channel. If you would like to attend, you can sign up on the website. Cost is €45 for this 1.5 hour interactive session and includes two written case studies on recent online social learning implementations.

PKM

The automation and outsourcing of work is becoming our wicked problem to deal with as we move into the network era. Most workers have no control over the economy or the changes in the means of production. They just have to roll with the punches, which are coming faster and faster. However, there is one area where workers can take control; relatively easily and inexpensively. They can take control of their professional development.

Most recruiters will tell you that the time to build your network is before you become unemployed. It’s the same with professional development. If the only knowledge-building activities you do are ones mandated by your employer, then you may be in trouble. Developing a network of thoughtful people who can help in your professional life would be a good start.

If you think there is a possibility of spending some time in the future as either unemployed, contractual, or freelancing, then now is the time to build a professional development network. Seek out people who can help you; begin habits of regular sense-making activities; and start to share, because only by sharing will you meet the people you should be seeking in the first place. PKM is a framework that can help you take control of your professional development.

"They don’t want to train people on the job anymore"

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In a recent Atlantic article, Zvika Kriefer talks to Elli Sharef, who runs HireArt, a recruiting agency, focused on the tech sector.

I also asked Sharef if she had any insights on the broader employment picture, since she spends most of her day trying to match employers with employees. The most striking trend she sees is that having a strong, well-rounded resume is no longer good enough. Employers are increasingly looking for specific skills sets that match their needs.

“They don’t want to train people on the job anymore,” she says, marking a shift away from the apprenticeship model that defined many sectors in the economy before the recession. “There are just too many people looking for work for companies to waste time on someone who can’t start, ready to go, on the first day. Candidates are left to fend for themselves.”

What could this mean?

For individuals, it’s getting obvious they have to start taking their professional development into their own hands. Also, as more work becomes contractual or part-time, workers have to take up the slack where company training used to offer some professional development. It also means that those buying any professional development are going to be more discerning and price-sensitive. The tide is shifting to supporting individuals through communities, separate from companies, as organizational lifespans continue to decrease. The popularity of the PKM Workshop also indicates that people want to take control of their professional development and only need a safe place to start. Participants this year have commented that the workshops have changed how they think:

“This program has made me think differently about my professional practice.”

“I’ve had more ‘conversations’ and been exposed to many points of view that I would not have encountered any other way.”

The Seek-Sense-Share framework of PKM has proven to be useful for many participants:

“Reducing my seeking and spending more time sensing (converting things into high quality content) is my most important goal for the next few months.”

“I need to increase the proportional amount of time I spend in “Sense.” I read a lot, I share quite a bit…yet when it comes to making sense of patterns and other “stuff” in the whole, I don’t always make time to do it.”

“I very much appreciate the simpleness of the Seek Sense Share model and the fact that together they lead to Serendipity (enhanced Serendipity to be sure). S/S/S = S.”

Staying in touch with participants has given additional feedback that the workshop participants’ practices are changing:

“Without any coherent strategy I often was not persistent in my undertakings. This course gave me an excellent opportunity to evaluate my position and to work out an appropriate approach.

My take-aways:
1. Take risks & engage,
2. Focus on who, not what,
3. Less is more,
4. Ritualize and organize to make time to reflect,
5. Trust the process.
6. Have fun.”

But what about training (L&D) departments?

If organizations are engaging job-ready workers, then training has to move away from course delivery and focus on performance and collaboration. But it is difficult to move a traditional training organization directly to a social learning focus. It is easier to start with performance consulting and then expand to social and collaborative learning, as I wrote in from training to performance to social. Nancy Slawski picked up on this on How to Live Social in the L&D Trenches:

“Kermit the Frog’s rendition of ‘It’s not Easy Being Green’ could be the theme song for L&D folk who are trying to push against the grain of workplace cultures that are heavily siloed , that define learning in terms of content heavy learning events and who see social learning and social media as one in the same.

On top of these internal challenges, learning professionals also have external pressures of learning and industry. We are reminded daily that unless L&D can morph ourselves into social, informal, collaborative gurus who have their fingers on the pulse of talent and performance , our days are numbered. (is that a DoDo bird I see?)”

The workshops provide only one possible way to start the shift in workplace learning support from Push to Pull, with an emphasis on Flow over Stock. There are many other options. But we think it’s very important to understand how work is changing, as every day there are indicators of the shift. When work is learning and learning is the work, none of us can just sit back and see what gets pushed to us. As knowledge workers, it’s essential to note that anything that can be reduced to a flowchart will be automated. In such a world, it’s best not to leave everything to centralized planning and control, whether as an individual or in supporting workplace learning.

our crude knowledge capture tools

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Earlier this week I commented that while of course, you cannot capture knowledge in the literal sense, people in organizations need to share their knowledge-making experiences. The aim of knowledge-sharing in an organization is to help make tacit knowledge more explicit, not some type of fictional Vulcan mind meld. I have quoted Dave Jonassen on knowledge transfer several times here, “Every amateur epistemologist knows that knowledge cannot be managed. Education has always assumed that knowledge can be transferred and that we can carefully control the process through education. That is a grand illusion.” I also noted in networked sharing that it is very important to understand that organizations and cultures that do not share what they know, are doomed.

It is important to keep in mind that what we loosely call knowledge, when using terms like knowledge-sharing or knowledge capture,  is just our approximation of it so we can share it with others. As Dave Snowden says, we are not very good at articulating our knowledge.

We always know more than we can say, and we will always say more than we can write down. This is probably the most important. The process of taking things from our heads, to our mouths (speaking it) to our hands (writing it down) involves loss of content and context. It is always less than it could have been as it is increasingly codified.

When we use our knowledge to describe some data, such as what we remember from an experience or our summary of a book, we convey our knowledge by creating information, and as Dave notes, writing it down is not very effective.

But that does not mean that we shouldn’t even try. The cumulative pieces of information, or knowledge artifacts, that we create and share can help us have better conversations and gain some shared understanding. Our individual sense-making can be shared and from it can emerge better organizational knowledge. It’s not a linear process, as in from data we get information, which when aggregated becomes knowledge, and over time becomes wisdom (DIKW).

I think of wisdom as something that can only be partially shared over time. Hence the reason why masters can only have a limited number of apprentices. But when writing, and later books, came along, we had a new technology that could more widely distribute information created by the wise, and the not so wise. Neither the wisdom nor the knowledge actually get transferred, but the information can be helpful to those who wish to learn.

Mass communication has not been without its detractors, perhaps Socrates being the first.  He is reported to have said that the advent of written language, and books, would result in men filled, not with wisdom, but with the conceit of wisdom, who will be a burden to their fellows (Plato’s Phaedrus). How times change.

The lesson I take from this is that we cannot become complacent with knowledge. It must be shared amongst people who know that they are only seeing a fragment of others’ knowledge. Because it is so difficult to represent our knowledge to others, we have to make every effort to keep sharing it. For example, narrating one’s work does not get knowledge transferred, but it provides a better medium to gain more understanding. Knowledge shared in flows over time enables us to create better mental pictures than a single piece of knowledge stock.

One way of capturing knowledge is to create knowledge collections, as described by Steve Denning, in Can knowledge be collected?

Why has the promise of knowledge collections not been realized? Evidence-based medicine suggests that the answer may lie in distinguishing between precision knowledge, intuitive knowledge, and behavior-change knowledge.

[snip] In assessing the potential value of knowledge collections in economics, management or development, it’s important to recognize that most of the relevant knowledge is not precision knowledge. It’s not like “when you have a strep throat, take an antibiotic.” It’s more like the treatment of cancer or hypertension. It needs trained professionals to solve problems through intuitive experimentation and pattern recognition, and then behavioral change knowledge to provide support and involvement in continued monitoring and experimentation.

As I mentioned in my earlier post, capturing knowledge (as crudely as we do) is only the first step. We also need to enable sharing, take action, and empower people. But I cannot see how we can do this if we don’t try to capture some of what we know in order to get a level of common understanding. Exactly what I have been trying to do on this blog, over many years.

PKM Workshops

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The final scheduled personal knowledge management workshop finishes this weekend. With four workshops this year and 110 participants, I have learned as much as anyone else. I have seen examples of seeking, sensing and sharing in a wide variety of workplaces, from the perspectives of freelancers, government workers, corporations, etc. Helen Blunden at Activate Learning Solutions recently offered her views on the last workshop. Stephen Dale also gave his take on PKM. Here is a great explanation from Jack Vinson, who shared his years of KM experience during the workshop:

Personal knowledge management is the idea that individuals have to be responsible for managing to get things done. While organizations around us can help, the essential people and things that I use in my regular work need to work for me. This means that I need to know how to use the resources my organization(s) provide, and I have to bring in additional resources when these are not sufficient for me to succeed.  These resources can be everything from the software and files on my computer to the stuff on the network to the people who will make larger connections for me. Importantly, beyond the simple bits and bytes, PKM is about making connections between these artifacts and the people who create them or influence them. I need access to people in the organization to the people outside the organization who will help me get things done.

PKM is about getting things done.

There are no workshops scheduled at this time, though there has been some interest expressed to me via email and social media. If there is sufficient interest, I will conduct another workshop before the end of the year. Of course, custom workshops are available for organizations who want something tailored to their unique needs and these can be run on-site or online.

If you are interested, please let me know. You can comment on this post, send me a tweet, email or even call me. My contact information is posted here. I would also like to know if you would prefer a two-week or month-long workshop. One person even suggested a 6-week programme.

 

PKM and innovation

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In the FastCoDesign article, How do you create a culture of innovation? the authors note four skills that most successful innovators exhibit:

  • Questioning: Asking probing questions that impose or remove constraints. Example: What if we were legally prohibited from selling to our current customer?
  • Networking: Interacting with people from different backgrounds who provide access to new ways of thinking.
  • Observing: Watching the world around them for surprising stimuli.
  • Experimenting: Consciously complicating their lives by trying new things or going to new places.

One way to practice these skills would be to promote personal knowledge mastery (PKM) in the workplace. The Seek-Sense-Share framework aligns with these innovation skills. Seeking includes observation through effective filters and diverse sources of information. Sense-making starts with questioning our observations and includes experimenting, or probing (Probe-Sense-Respond). Sharing through our networks helps to develop better feedback loops. In an organization where everyone is practising PKM, the chances for more connections increases. Innovation is not so much about having ideas, as making more and better connections.

Innovation is inextricably linked to both networks and learning. We can’t be innovative unless we integrate learning into our work. It sounds easy, but it’s a major cultural change. Why? Because it questions our basic, Taylorist, assumptions about work; assumptions like:

A JOB can be described as a series of competencies that can be “filled” by the best qualified person.

Somebody in a classroom, separate from the work environment, can “teach” you all you need to know.

The higher you are on the “org chart”, the more you know (one of the underlying premises of job competency models).

PKM is a framework that enables the re-integration of learning and work and can help to increase our potential for innovation. It’s time to design workplaces for individuals, and their Personal KM, instead of getting everyone to conform to a sub-optimal structure that maximizes capital but not labour. Knowledge is the new capital, but it resides in each person’s head.

To address complex problems, businesses have to rely more on individual tacit knowledge, but this type of knowledge is never easy to convey to others. It takes time and especially trust to make multiple attempts at clarification. Accepting PKM, as a flowing series of half-baked ideas, can encourage innovation and reduce the feeling that our exposed knowledge has to be ‘executive presentation perfect’. Workplaces that enable the constant narration of work and learning in a trusted space can expose more tacit knowledge. We can foster innovation by accepting that our collective understanding is in a state of perpetual Beta. This is how we create a culture of innovation.

#itashare

Do not wait to take control of your professional development

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What happens when freelancing becomes the norm?

The US is no longer an industrial-based society where you can count on having a job for life and a sparkly new watch at your retirement party. (And forget about that pension.) According to the Freelancers Union, one in three workers are now toiling as freelancers, temps, “permalancers”, perma-temps, contractors, contingent workers, etc. That amounts to some 42 million freelancers in the US – people who are working without the benefit of employer-sponsored health insurance, 401k plans and flexible spending accounts. – How America is becoming a nation of freelancers

Meanwhile in the UK, self-employment is on the rise.

Self-employment rose by 101,000 to 4.12 million in the three months through November and accounts for 14.1 percent of total employment, figures released by the Office for National Statistics today show. It has grown about 8 percent since the start of the recession in 2008, while the number of employees has fallen 3 percent. – UK self-employment driven by desperation

The automation and outsourcing of work is becoming our wicked problem to deal with as we move into the network era. Most workers have no control over the economy or the changes in the means of production. They just have to roll with the punches, which are coming faster and faster. However, there is one area where workers can take control; relatively easily and inexpensively. They can take control of their professional development.

Most recruiters will tell you that the time to build your network is before you become unemployed. It’s the same with professional development. If the only knowledge-building activities you do are ones mandated by your employer, then you may be in trouble. Developing a network of thoughtful people who can help in your professional life would be a good start. For example, mapping and understanding your network is the first activity in my PKM workshop. I suggest that everyone needs to develop Net Work Skills.

If you think there is a possibility of spending some time in the future as either unemployed, contractual, or freelancing, then now is the time to build a professional development network. Seek out people who can help you; begin habits of regular sense-making activities; and start to share, because only by sharing will you meet the people you should be seeking in the first place.

There are many barriers to directing your professional development from inside your organization, but almost none outside the workplace, other than time and motivation. As Donald Taylor advised, when I asked for suggestions about how to prepare for an unexpected career change, “My advice: always foster your whole network and give as well as take. Don’t wait until you need them. I always say “Never let your first message to someone be a demand for help.” Derek Warnick suggested, “Don’t wait another year to make the change…” With almost limitless access to shared knowledge, it’s easier today than any time before to take control of your professional development.

Don’t worry, nobody can steal your knowledge

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Why do I share my knowledge? Well, actually, I don’t. I could not share my knowledge with you, if I wanted. There is no such thing as knowledge transfer. Data and information can be transferred, but not knowledge.

So what is the idea behind behind personal knowledge mastery and the Seek>Sense>Share framework if knowledge cannot be shared in the first place? For me, PKM is a set of practices I can use to better articulate my knowledge. Seeking information from diverse sources gives me a better chance of seeing a fuller picture of our complex environment. Taking time to put my thoughts into words forces me to reflect and try to make some sense of the divergent voices coming from all over. Sharing the results of this sense-making gives back to the networks from which I drew my information and also provides more feedback loops from a variety of perspectives. It enhances serendipity.

Sharing information and viewing it through our individual filters is the best that we can hope for in terms of knowledge transfer. But not sharing would be much worse. As Luis Suarez writes on a very related post:

To me, since we are all embarked on a lifetime learning experience of what we know, what’s around us, who we are, what we do and why we do it, who we connect with, etc. etc. knowledge sharing is innate to our human nature of wanting to connect and collaborate with others. We, human beings, are social beings, and as such have been bound to share what we know with others, so that our learning curve never becomes flat. On the contrary.

While knowledge cannot really be shared,  our knowledge-making experiences can. Perhaps that is why we love stories. They are a glimpse into others’ knowledge, more nuanced than any other communication medium. Sharing is essential for our own sense-making. So share as much as possible. Nobody can steal your knowledge anyway. But we will all lose, if we don’t share it.
knowledge stealing