Webinar: KM and the Digital Workplace During COVID-19

1. KM and the Digital Workplace – During Covid19 Dr. Randhir Reghunath Pushpa

2. Our agenda www.aciesinnovations.com KM and the Digital Workplace – During Covid19 Expectations - Minimal understanding of Knowledge Management concepts - 45 Minutes session, followed by Q&A - You can ask me questions anytime About Myself - Management consultant and researcher - 20+ years researching, consulting - Worked at Wipro, Unisys, HPE, DXC - Founded Acies Innovations in 2018 - Academia, Development & Corporate sector - Present in UAE, Singapore and Switzerland What do we do - Build leaders and winners out of Organizations - Help Organizations stay efficient and effective - Practice an upcoming management stream (Knowledge Management)

3. Our agenda www.aciesinnovations.com PRESENTATION OUTLINE • How work gets done? • What is the support required to get work done? • Impact of Covid19 and Work from home (Virtual working) • What is the requirement in the current scenario?

4. www.aciesinnovations.com How work gets done Input Throughput Output • Information on what work needs to be done • Expected performance parameters • Application of knowledge • Consumption of further information (if required) • Products or Services • Information on Completion

5. www.aciesinnovations.com How work gets done Individual Team Simple work Complex work• Some work are simple and can be done by an individual (Driver, Receptionist) • Information requirements are limited and standardized • Limited additional Knowledge requirement • Some work are simple but need a team (Piloting a plane, Building construction) • Information requirements are high and would increase as work coordination increases • Team will have all the knowledge required to do the work • Some work are complex and needs a team (Project Management, Complicated disease) • Information requirements not well defined, need information regularly (during input and throughput) • May not have all knowledge and will need support • Some work are complex but can be performed by an individual (Architect, Lawyer) • Information requirements not well defined, need information regularly (during input and throughput) • May not have all knowledge and will need support

6. www.aciesinnovations.com How information and knowledge needs are met Individual Team Simple work Complex work • Mostly input information. • Information received when work needs to be started • Information given by a tool or the recipient of the work • Team meetings • Automated tools for coordination • Team meetings • Group discussions, brain storming sessions • Collaboration work • Discussion with experts, social networking platforms, Communities of practice • Journals and other similar sources • By going through journals and other similar sources • Discussions with colleagues • Asking queries in social networking platforms or communities of practice

7. www.aciesinnovations.com • Increased complexity of tasks results in higher need for information and knowledge • The average employee spends 5.3 hours per week waiting for assistance or insights from coworkers. • New employees spend an average of more than 50 hours asking coworkers for help (12.7 hours per week). Information & Knowledge flow

8. www.aciesinnovations.com Informal bantering • Access the Grapevine • Socialising • Building culture • Knowing about the organization

9. www.aciesinnovations.com How information and knowledge were met Team meetings Informal discussions KM repositories Work coordination tools Emails Communities of Practice Social networking platforms Group discussions Physical and Online Mostly physical Mostly physical Used along with physical and in person

10. www.aciesinnovations.com How information and knowledge are met – Post Covid Team meetings Informal discussions KM repositories Work coordination tools Emails Communities of Practice Social networking platforms Group discussions Online Online Online Online

11. www.aciesinnovations.com How information and knowledge are met – Post Covid - Reality Team meetings Informal discussions KM repositories Work coordination tools Emails Communities of Practice Social networking platforms Group discussions Online Almost cut off Went down Online Increase in usage Impacted depending on maturity Impacted depending on maturity Went up more

12. www.aciesinnovations.com Challenges of Working from home…. “Things stretching for longer time - takes lesser time at work” Difficulty finding information in terms of access and how fast you can access Lot of files in local network not available Lot of calls in contrast to face to face - lot of time spent on that Communication with coworkers is harder Waiting time to find info is longer. Search on SharePoint is not robust Cant keep track of time Social isolation Too much of uncertainty with respect to future Informal interactions beyond the team is dying down.

13. www.aciesinnovations.com How work gets done • Some work are simple but need a team (Piloting a plane, Building construction) • Information requirements are high and would increase as work coordination increases • Team will have all the knowledge required to do the work • Some work are complex and needs a team (Project Management, Complicated disease) • Information requirements not well defined, need information regularly (during input and throughput) • May not have all knowledge and will need support • Some work are simple and can be done by an individual (Driver, Receptionist) • Information requirements are limited and standardized • Limited additional Knowledge requirement • Some work are complex but can be performed by an individual (Architect, Lawyer) • Information requirements not well defined, need information regularly (during input and throughput) • May not have all knowledge and will need support Individual Team Simple work Complex work

14. www.aciesinnovations.com Organizations who had a very vibrant knowledge sharing and collaboration and exhaustive knowledge base could easily move work to home

15. www.aciesinnovations.com Working from home effectively…what is required? Effective work coordination Information and Knowledge flow Informal Bantering

16. www.aciesinnovations.com Working from home effectively…What is required Provide easy access to information & Knowledge Gets doubts clarified easily Systems that help in easy work coordination Facilitate informal communication Help go beyond the immediate team Updates on project status, work done by other teams, success stories, client requirements The virtual system should mimic the physical platform

17. www.aciesinnovations.com Platform for virtual working should provide all the work related services that a physical platform provides. Technology support required Effective virtual platform Enterprise social networking platform Work Collaboration platform Enterprise content management Better work coordinationQuick connect with subject matter experts Easy access to documented content Reach out to employees from other teams Integration with organizational tools

18. www.aciesinnovations.com Technology support required Work Collaboration platform Enterprise social networking platform Enterprise content management

19. Changing nature of working www.aciesinnovations.com Work assignments and coordination of work • Work assignment to employees done through 1-many communication platforms • Improves transparency and promotes team work • Platforms used • JIRA and Microsoft Team Channels Note: Emails, Chats and Calls used only for emergency • Coordination of work done through open platforms • Employees exposed to progress, challenges faced, escalations and able to support as required • Platforms used • Microsoft Team Channels

20. Changing nature of working Accessing information and Knowledge, Building communities • Getting doubts clarified - Access knowledge & information • Use platforms specific for discussions which allow rich transfer of information and knowledge, including extensive two way communication • Platforms • Yammer and Communities • Building technology and domain communities • Proactively create and build communities • Organization goes through employees

21. Changing nature of working www.aciesinnovations.com Project and Organizational information dissemination • Project specific • Sharing project related milestones, achievements through Channels that promote discussions and feedbacks • Through discussions, creates a sense of belongingness • Platform used: • Microsoft Team General channels • Organization information dissemination • Leadership updates • Key Project wins • Praising employees

22. Roles and responsibilities of Managers www.aciesinnovations.com • Project Manager should ensure that teams usage of chats and emails comes down and instead virtual platforms are used • Project Managers themselves should practice this to promote the behaviour Consciously bring down usage of Chats and Emails •Promote participation of employees in communities •Track the usage of the platforms through regularly going through the metrics Participate in Communities • Post on project achievements • Employee appreciation Post in Enterprise networking platforms • Consider the team structure and ensure the same is reflected in online space Create online workspace for team to coordinate work • Give updates on the overall progress, key developments, through online forums (avoid emails) Project related discussions • Motivate employees to use the platform • Make them aware of the different features and how it should be used Promote adoption of the platform by employees

23. Digital Workplace www.aciesinnovations.com The digital workplace encompasses all the technologies people use to get work done in today’s workplace – both the ones in operation and the ones yet to be implemented. It ranges from your HR applications and core business applications to e-mail, instant messaging and enterprise social media tools and virtual meeting tools. In fact, if your staff respond to e-mails from smartphones, check their pay stubs online or digitally enter a sales opportunity, you may be closer to operating a digital workplace than you think -Deloitte -Deloitte

24. Points to ponder upon www.aciesinnovations.com Is my IT platform able to provide all services that the physical platform provides? Are the employees mature enough to work in a virtual environment? Are the employees able to get relevant information and knowledge for their work? Are the employees feeling socially isolated from work perspective?

25. Dr. Randhir Reghunath Pushpa Founder, Chief Consultant randhir.pushpa@aciesinnovations.com www.aciesinnovations.com 9980573382

Webinar: KM and the Digital Workplace During COVID-19

Webinar: KM and the Digital Workplace During COVID-19

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Webinar: KM and the Digital Workplace During COVID-19