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Knowledge management is a management method that increases the competitiveness of a company by sharing and utilizing the knowledge and know-how accumulated by teams and individuals. To give a clear example, it would be spreading the skills acquired by individuals within the company.

For example, let's say there is an employee, Mr. A, who works for a company that develops IT systems. Mr. A has mastered a programming language that no one else in the company knows how to use. So, Mr. A conducts training and creates tips within the company, spreading the newly learned programming language throughout the company.

And what about now? We are now able to take on the challenge of program development, which we were not able to do as a company before. It cannot be said that our company's competitiveness has increased just by having one person, Mr. A, take on program development. However, now that we are able to work on it as a company, our competitiveness as a company has improved.

Knowledge management is about enhancing the competitive advantage of companies in the market through the sharing and utilization of knowledge and know-how. There are two social changes that have contributed to the growing attention towards knowledge management.

Reasons for the growing attention to knowledge management 1: Labor mobility

One of the reasons why knowledge management has become a hot topic is due to the fluidity of labor. This is because the current work environment has become more fluid, and it is necessary to consciously accumulate knowledge and know-how.
For example, let's say there is only one engineer, A, who specializes in iPhone app development within a company. As long as A is there, there will be no problem in taking on iPhone app projects. However, what if A decides to leave the company?
Without any remaining knowledge or know-how about iPhone app development within the company, it will no longer be able to take on such projects in the future. This may seem like an extreme example, but it is possible if knowledge and know-how are not preserved.

In the past, Japan had a lifetime employment system, so knowledge and know-how accumulated naturally for both companies and individuals. Since it was assumed that both companies and individuals would work for a long time, there was a flow of knowledge and know-how being returned to both sides. However, as represented by the restructuring during the burst of the bubble, the lifetime employment system has collapsed in recent years. With the increasing fluidity of labor, such as job changes and independence, knowledge management has become necessary.

Reason 2 for the growing attention to knowledge management: Acceleration of speed in business

One of the reasons why knowledge management has gained attention is the acceleration of business speed. With the development of technology, especially in IT, the speed of business has increased significantly compared to the past. As a result, it has become impossible to compete at the same speed as before.

In order to keep up with the modern business speed, each person needs to have the knowledge and skills to respond with the same accuracy and speed. That is why knowledge management has become a focus.

In the previous chapter, we introduced the basics of knowledge management. The purpose of knowledge management is to disseminate implicit knowledge, such as knowledge and know-how that individuals have a hard time verbalizing or quantifying, to companies and individuals. Knowledge management can be described as the conversion of implicit knowledge into formal knowledge.

By implementing knowledge management, there are two benefits that can be obtained.

Benefits of Knowledge Management 1: Streamlining Business Processes

One of the benefits of knowledge management is the streamlining of business processes. By sharing the knowledge and expertise of teams and individuals throughout the company, overall quality improvement can be expected.
For example, let's say there is someone, A, who is particularly skilled at handling customer complaints. By systematizing and documenting these skills, which are difficult to express in words, the overall understanding and implementation can be improved. As a result, not only A, but also other team members can handle customer complaints, leading to a significant increase in the number of complaints processed.

Benefits of Knowledge Management 2: Streamlining Education

One of the benefits of knowledge management is the streamlining of education. In knowledge management, knowledge and know-how are visualized through text and numbers, resulting in a significant improvement in the efficiency of education.
For example, let's say that A, who is skilled in handling complaints, used to hold face-to-face training sessions irregularly for the purpose of developing subordinates. What would happen if even just one-third of the content covered in the training sessions were turned into manuals? Not only would it reduce the cost of overall education, but it would also allow for efficient education by enabling preparation and review.

The old education style used to be "steal with your eyes. Learn by watching." In a society where lifetime employment was the norm, this style may not have been so bad.
However, today there is a severe shortage of workers. In order to quickly make new employees into effective members of the team, it is urgent to streamline education.
In knowledge management, the implicit knowledge that a company possesses is formalized, which greatly increases the speed of transmitting knowledge and know-how to individuals.

Amidst the many technologies and management methods coming from overseas, knowledge management, which turns tacit knowledge into formal knowledge, is said to have originated from Japan. In the 1990s, the theoretical model of knowledge management was presented by economist Ikujirou Nonaka. It is called the "SECI model".

The SECI (Socialization, Externalization, Combination, Internalization) model is a theory that divides the process of knowledge acquisition into four stages, and by repeating these stages, further knowledge can be deepened and created. The name of the model, SECI, is derived from the initials of each of the four processes.

1. ・Socialization: Sharing knowledge and experience between individuals to increase tacit knowledge.
2. ・Externalization: Visualizing tacit knowledge and converting it into explicit knowledge, also known as formal knowledge.
3. ・Combination: Combine formal knowledge and formal knowledge to systematize.
4. ・Internalization: Incorporate formal knowledge and make it your own implicit knowledge.

In the previous chapter, we explained the benefits of knowledge management. Finally, in this chapter, we will introduce the methods for implementing knowledge management.

To achieve knowledge management, the most efficient way is to introduce tools. This is because in order to turn implicit knowledge into formal knowledge, it is necessary to make it accessible to everyone. Without being able to acquire problem-solving methods or new methodologies, knowledge management cannot be established. In addition, in order to spread acquired knowledge, it is necessary to express it in a publicly accessible place. Therefore, introducing tools is the easiest way to do so.

Generally, knowledge management tools have the following three functions. We hope this will be helpful in choosing a knowledge management tool.
However, it is not always necessary to have all three functions. Understanding your company's needs and using a tool that matches your company will likely have better cost performance.

Knowledge Management Tool Function 1: e-Learning

E-learning, where individuals can progress their learning on their own, is one of the most effective ways to disseminate knowledge. In recent years, the use of videos in e-learning has become popular, allowing for a wider range of knowledge to be conveyed to the target audience.

Knowledge Management Tool Function 2: Groupware

Groupware, which allows information to be shared among members, is a reliable method in case of problems.
For example, if a system failure occurs, it may take a long time to solve the problem alone, but by sharing information on groupware, it is possible to get a lot of help.
You may be able to get technical advice, or there is a possibility that solutions for similar phenomena will be shared.
This is a recommended method for those who want to communicate and pass on knowledge.

Knowledge Management Tool Function 3: Document Management

The most understandable way to convey knowledge is through documentation. For example, by incorporating individual knowledge and know-how into manuals, anyone can access knowledge regardless of age. Managing documents such as manuals is also a role of knowledge management tools.

We have introduced the functions to achieve knowledge management so far, but some may feel that introducing tools all at once is a high hurdle. Many may have thought about introducing only a part of the functions we have introduced. For example, introducing highly effective e-learning or easy-to-convey manuals as formal knowledge.

One recommended tool for knowledge management is Moodle, one of the learning management systems (LMS).
Moodle is an open-source software that is used globally and supports multiple languages. It is currently used by over 200 million users.
Open-source software (OSS) is software with source code that is freely available for anyone to modify and redistribute. It has cost merits as there is no license fee, making it suitable for companies with high employee turnover, such as part-time or temporary workers.
Additionally, it can be customized to fit the specific needs of a company, allowing for the addition of necessary features.
The range of files that can be uploaded is also wide, making it easy to migrate existing data, such as manuals that are already in Word format, which are often faster to communicate with and easier to understand.
Moodle has a group function, allowing for the creation of groups such as "this document for the sales department" or "this video for new employees", and sharing files only with specific employees. This makes it user-friendly for administrators and can be used with confidence even in large companies with a large amount of knowledge.

In addition, progress information can be checked at any time on the dashboard, and with the report function, it is easy to manage and understand the level of learning through reports.

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Our company became an official Moodle partner in 2017, certified by the Australian Moodle headquarters. Official partners are only certified companies with expertise and experience in building and developing Moodle, and they exist all over the world. However, there are only a few companies in Japan, and our company is the number one in domestic achievements for schools and organizations.
As an official partner, you can access a dedicated website and obtain all the necessary information for implementing and operating Moodle.
You can also make requests to Moodle Head Quarter, which can be reflected in future Moodle developments, providing additional benefits.

At our company, we first listen to our customers' requirements for introduction, and then conduct design, construction, and lectures for use.
Furthermore, even after introduction, we provide support such as tuning and usage seminars, and aim to provide all necessary services to achieve our customers' goals.

In addition to Moodle, Human Science has an excellent track record in realizing knowledge management through e-learning and manuals. If you have any concerns regarding knowledge management, please feel free to consult with Human Science.

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Features of Human Science Co., Ltd.
①: Extensive experience in manual creation for large and global companies

Human Science has a track record of creating 3,148 business manuals for 243 companies, mainly in the manufacturing and IT industries. Our clients include renowned companies such as Microsoft Japan Co., Ltd., Cygames, Inc., and Mitsubishi Electric Corporation.

Human Science's Features ②:
Achievements in Education Support Specialized in e-Learning

Human Science has been involved in the construction of over 2,693 e-learning education systems. We can provide support for all aspects of e-learning, from creating materials to selecting an LMS.