Organizing Training For Information Or Knowledge Management System

Identifying Learning Needs

To provide you with an opportunity to identify learning needs of relevant personnel and stakeholders for input into and use of an information or knowledge management system.

Problem solving is a basic learning need where employees will learn about conflict management. Adaptability is a developmental need where employees learn to adapt with situations. Interpersonal skills is a training and learning need which enables employees to maintain cordial relation with co-workers.

Learning needs can be identified by setting clear expectations for each employee position. Their performances need to be monitored. Organizing a work and task analysis (Armstrong & Taylor, 2014).  

Employees can be given coaching and mentoring sessions, Workshops and training programs, and individual developmental plans. 

To provide you with an opportunity to identify and secure human, financial and physical resources required for learning activities to use an information or knowledge management system.

Human resources

If interpersonal skills are to be enhanced, instructors and mentors will be required to prepare programs accordingly (Gab?anová, 2012).

Financial resources

In order to conduct the programs, a trainer needs to be hired along room and equipment. The finances will include trainer fees, room and equipment expense. Learning materials will be required.

Physical resources will be a room, equipment, books, internet connection, and seating arrangements.

Objective

To provide you with an opportunity to organize and facilitate learning activities.

In my current job role, I will recognize the need for the activity and plan the activity time and date accordingly. I will inform the employees taking part in this activity and arrange for the resources.

My own initiative in facilitating the learning activities will be to promote the benefits of these activities, assisting others to make arrangements and help in conducting these activities.

The protocols will include understanding the activities needed, getting the approval from seniors and preparing a budget for these activities.

To provide you with an opportunity to promote and support use of the system throughout the organisation.

The first step will be to establish objectives for the knowledge management programs. The second step will be to assess the current state and provide recommendations to reach the desired state. The third step will be to build a roadmap to implement the knowledge management program throughout the organization.

The implementation of knowledge management system will require using the system first by feeding relevant information in it. Then, training will be provided on it and later reporting will be done to tackle the issues.

Effective use of information management system will improve internal communication in an organization and any missing information can be assessed in no time.

To provide you with an opportunity to monitor and document effectiveness of learning activities.

In order to monitor the effectiveness of learning activities, different methodologies like observing the training sessions, using quizzes and testing of the learners can be done. Learners can present their learnings in form of taking up tasks (Hameed & Waheed, 2011).

It is important to document the learnings as they can be used later. Documenting these results will require recording the training sessions and identifying the areas of improvement. Organization will follow the documentation of learnings of the employees and monitor if the effective training is bringing any change in the organization.

Identifying and Securing Resources

To provide you with an opportunity to ensure implementation of policies and procedures for the information or knowledge management system are monitored for compliance, effectiveness and efficiency.

In order to monitor the knowledge management system to ensure that practices are compliant, it is important that users are adhering to the policies and procedures and the privacy is not breached.

The efficiency of the system will be monitored by how learners and users are using the system and their level of understanding the system.

Effective

The effectiveness of the system will depend on complying with all the policies and procedures.

There can be issues in complying with the system procedures, such as not fulfilling the confidentiality requirements. For this, immediate action will be required and issue and can be resolved.

Users may face issues in using the system efficiently as each user has a different level of understanding. This can be resolved by monitoring their performances.

The effectiveness of the system may lack the use of updated methods. This may slow down the effectiveness of the system.

Objective

To provide you with an opportunity to address implementation issues and problems as they arise.

Activity

Implementation of knowledge management system can encounter certain issues like lack of training of staff members.

The lack of training of staff members can be addressed by understanding the root cause. In this case, the staff does not have adequate knowledge in handling the system which will be require a relevant solution.

This can be resolved by imparting proper knowledge about the system by providing training sessions and making staff efficient in using the system (Hynes, 2012)

Objective

To provide you with an opportunity to monitor integration and alignment with data and information systems.

Case study- The staff needs to know about the number of clients who purchased laptops in the last quarter which is not available on the system. This can be a possible issue as the staff will need to know about the clients who purchase laptops in the last quarter. This will provide crucial information regarding fixation of targets in the current quarter. Staff members can identify the missing information and gather it to align with business objectives.

Objective

To provide you with an opportunity to collect information on achievement of performance measures.

Activity

The method of measuring performance is setting up the performance objectives.

Performance objectives may be measured by setting up sales targets for employees and what is their sales figure in the end of each quarter and year.

The information of the sales figures will be gathered from the number of sales done by the employee and the revenue generated by them.

This information will measure by way of overlooking employee sales target and the sales figure they have achieved.

Objective

To provide you with an opportunity to manage contingencies, such as system failure or technical difficulties, by accessing technical specialist help as required.

Activity

The theft of information and compromising on the confidentiality of the data can be technical difficulty for the organization. This can compromise on the database including employee and client records (Safa, Von Solms & Furnell, 2016). The technical specialist will try to identify the risk involved and take reparative actions to build a safer system. This will protect the system from any external breach and avoid immediate crash of the system.

Organizing and Facilitating Learning Activities

Objective

To provide you with an opportunity to analyse effectiveness of system and report on strengths and limitations of the system.

Activity

The effectiveness of the system can be identified by the proper use of the system by the trained employees. This can be analysed by monitoring the use of the system and if the policies and procedures are used effectively.

The strength of effectiveness can be smooth functioning of the system and limitation can be lack of trained employees.

Objective

To provide you with an opportunity to review business and operational plan and determine how effectively the system is contributing to intended outcomes.

Activity

The first way can be the inefficient use of the system by its employees which does not align with both employee and organizational goals. The second way can be malfunctioning or sudden crashes of the system which can hamper the work and does not align with the organizational goals.

Objective

To provide you with an opportunity to make recommendations for improvement to system, policy or work practices.

Activity

The system faces the issues in loading the data which makes the work slower than expected. This effects the productivity of the organization.

The system should be built sturdy and should load fast by clearing up the unnecessary data uploaded. Organization can seek help from technicians who can resolve the issues.

This is recommended because a technician will resolve the issue faster than anyone else. This will help in saving time and productivity.

This will help the organization to save time, extra burden on employees and cost of repairing the system all the time. This can be improve the overall productivity of the organization

To provide you with an opportunity to demonstrate your knowledge of the foundation skills, knowledge evidence and performance evidence.

One of the problems of a business organization is clash in the workstyle of the employees. Employers might instruct something, whoever the employees might not be able work in the specified manner (Friedman, Tidd, Currall & Tsai, 2000). An evidence of the same is – In a company, a salesman was asked to complete a sales target of 50 in a month. His performance and style of work was being monitored by his employer, who did not seem to like it. However, the target was achieved. A potential solution to this is providing the employee with the freedom of using their choice of work style. This would help in ensuring that they work freely without any pressure.

The various training needs are leadership development, communication skills training, teamwork, change management, problem solving, interpersonal skills training, customer service, etc. (Brown & Sitzmann, 2011). Relevant staff can be trained for using new system, involving the employees from software selection procedure itself, defining the learning objectives clearly, providing them online and role-based training, and collecting relevant feedback (Marshall, Mueck & Shockley, 2015). This can be organized by firstly making small and equal teams and handing them over to system trainers or instructors, assigning learning objectives to every learner and making systematic schedules for their training sessions. The resources needed for this process would be updated technology, latest systems, trained instructors, etc. (Nadler & Nadler, 2012).

Objective

To provide you with an opportunity to demonstrate your knowledge of the entire unit.

1. The way people or employees are trained and to the specific extent, is dependent upon the different job roles of each individual, the level of authority and command they have within they have within the organization over other employees, the existing knowledge, skills and competencies possessed by them and the level of existing experience as well. In order to implement a good training session, the needs and requirements of different employees should be understood. Accommodation of different learning needs into training would help in understanding the distinct needs of the employees and maintaining records of the training sessions held (Baerg, Lake & Paslawski, 2012). It also helps in understanding the time when the next refreshers should be scheduled.
2. Certain resources in adequate amount are needed in order to carry out successful training of the employees. These resources are human resources such as instructors, trainers, demonstrators, etc. Financial resources are also crucial as money is needed in order to conduct training sessions. These would include hiring of room, equipment, energy, learning materials, refreshments, trainer fees, etc. The physical resources that would be needed are rooms, Smartboards, papers, internet, books, tables and chairs, etc. These resources are needed in order to develop productive and effective employees, establish a consistent training and learning program and developing the skills of the employees (Goetsch & Davis, 2014).  
3. A common and effective way of facilitating learning which is widely used by employers and facilitators is the method of choice. Not every employee is the same type of learner, so they should be provided with various options within their assigned job tasks. This implies that the employer has respect for the employee’s unique style of learning. It would also demonstrate that the learning facilitation is prior to the employer rather than authority exercise.
4. It is very important to promote and support the usage of knowledge and information management systems because they help in sharing ideas, opinions, information and experience of an employee. They help in ensuring that the above-mentioned essentials are available at the right place and time so that informed decisions can be taken. They’re also needed for improving the accuracy of information.
5. It is important to monitor the effectiveness of learning activities in order to significant progress is made in the achievement of the desired results, spotting the bottlenecks in the procedures and marking & highlighting the unintended effects of the plans and activities.
6. Effectiveness and efficiency can get affected as time goes by because, with time, the system policies and procedures can change, the methods of undertaking activities and actions might get advanced and the relevant procedures might have a change as well.
7. Implementation issues need to be addressed in order to identify and resolve the different issues that arise within and organization. These issues can be related to system misuse, uncertainty and risks, malicious intentions, communication breakdowns, etc. It is important to assess these problems and take immediate actions towards the same so that less or no further damage is caused to the system and procedures.
8. The alignment and integration of the knowledge and information management system is crucial because it helps in the achievement of the overall goals and objectives of a business. It helps in preventing issues of high system costs and inappropriate usage. So, integration helps in deriving a fair return on investment.
9. Performance measurement is very important to a business because it helps in providing information regarding the products, services, processes and people of a business organization. It improves the performances as well as the productivity of employees, and also reduced the costs of operations. The issues in the employee performances are easily identified that can be fixed within time.
10. Technical specialists are recommended to a business organization because they help in providing expert consultancy within the particular area or aspect of the specialism, which could be a functional or business area or a specific technology. They assist in developing and promoting technical solutions which support the requirements of a business.
11. Reporting on the strengths and weaknesses of the system is important so that it can ensure that information and logged and acted upon as the appropriate place where it is required. This can include collection and presentation of information and data in various formats, depending upon how and where from the information is gathered.
12. Reviewing a business plan is important in order to ensure the validation of the plan, which means, ensuring that the plans, strategies and objectives are experienced and challenges are detected and solved easily. It also helps in pitching a business plan which acts as a test for the business. It also helps in identifying the necessary places t be tackled first and clarifies the business decisions.
13. When issues are identified, relevant recommendations and suggestion for improvement is important to be given so that the issues and problems can be solved within the least period of time effectively and which would further ensure that the objective can be achieved.

References

Armstrong, M., & Taylor, S. (2014). Armstrong’s handbook of human resource management practice. London, UK: Kogan Page Publishers.

Baerg, K., Lake, D., & Paslawski, T. (2012). Survey of interprofessional collaboration learning needs and training interest in health professionals, teachers, and students: an exploratory study. Journal of Research in Interprofessional Practice and Education, 2(2).

Brown, K. G., & Sitzmann, T. (2011). Training and employee development for improved performance. London, UK: Sage

Friedman, R. A., Tidd, S. T., Currall, S. C., & Tsai, J. C. (2000). What goes around comes around: The impact of personal conflict style on work conflict and stress. International Journal of Conflict Management, 11(1), 32-55.

Gab?anová, I. (2012). Human resources key performance indicators. Journal of competitiveness.

Goetsch, D. L., & Davis, S. B. (2014). Quality management for organizational excellence. Upper Saddle River, NJ: Pearson.

Hameed, A., & Waheed, A. (2011). Employee development and its affect on employee performance a conceptual framework. International journal of business and social science, 2(13).

Hynes, G. E. (2012). Improving employees’ interpersonal communication competencies: A qualitative study. Business Communication Quarterly, 75(4), 466-475.

Marshall, A., Mueck, S., & Shockley, R. (2015). How leading organizations use big data and analytics to innovate. Strategy & Leadership, 43(5), 32-39.

Nadler, Z., & Nadler, L. (2012). Designing training programs. Abingdon, UK: Routledge.

Safa, N. S., Von Solms, R., & Furnell, S. (2016). Information security policy compliance model in organizations. Computers & Security, 56, 70-82.