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Knowledge Management Wellness: Symptoms & Actions

landscape

Background

Managing your org’s knowledge can produce incredible value but is hard to coordinate. If you’re experiencing any of these 9 symptoms, you probably have a knowledge management problem.
you repeat mistakes
you duplicate work
you have poor customer relations
good ideas don’t transfer between departments
you’re competing on price
you can’t compete with market leaders
you’re dependent on key individuals
you’re slow to launch new products/services or enter new markets
you don’t know how to price for service
This tool will give you a few ideas for how to address a knowledge problem through action.
For descriptions of the symptoms, check out .
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Prepared by Andy Farnsworth,
Symptoms reproduced from: Osland, Kolb, & Rubin, “Organizational Behavior: an experiential approach.” 2001, 7th Ed., Prentice Hall, 38-40.
which was developed from: Thomas A. Stewart, "Why Dumb Things Happen to Smart Companies." Fortune, June 23, 1997, 135, no. 12, 159-60.
process

How to use this tool

While you’re welcome to bulk-skim the actions to see what speaks to you, I recommend you first filter the table by symptom and/or by role. Then consider the actions across the three timelines.
You can also hover over a symptom, role, or timeframe to see its description.

Matrix of Knowledge Symptoms & Actions
Search
Symptom
Role
Timeframe
Action
Send a company-wide memo encouraging open discussion about recent mistakes.
Organize a meeting to discuss recent failures and lessons learned.
Implement a culture shift towards embracing mistakes as learning opportunities by integrating them into performance reviews.
Review recent operational errors and document them.
Develop a standardized process for reporting and analyzing mistakes.
Create a knowledge base of past mistakes and preventive measures.
Identify common pitfalls in the sales process.
Conduct a team training session on avoiding repeated errors.
Establish a mentorship program to share best practices and lessons learned.
Audit recent campaigns for recurring issues.
Develop guidelines to prevent repeated marketing errors.
Implement a review system before campaign launches to catch potential mistakes.
Collect feedback on recurring customer complaints.
Train staff on resolving common issues effectively.
Create a FAQ or knowledge base for customer inquiries.
Identify and correct recent financial discrepancies.
Establish checks and balances to prevent repeat errors.
Implement an internal audit system for continuous improvement.
Review recent hiring or onboarding mistakes.
Update training materials to address common errors.
Develop an organizational learning program focused on mistake prevention.
Log recent technical issues and resolutions.
Create troubleshooting guides for common problems.
Implement a ticketing system that tracks and analyzes recurring issues.
Review failed projects to identify repeated mistakes.
Hold a workshop to discuss lessons learned from past projects.
Integrate a post-mortem process after each project to document and learn from errors.
Analyze past strategic initiatives that didn't meet objectives.
Develop a framework for evaluating potential mistakes in future strategies.
Establish a continuous improvement plan that includes regular strategy reviews.
Send out a directive emphasizing the importance of collaboration.
Initiate cross-departmental meetings to discuss ongoing projects.
Invest in collaboration tools that allow visibility into all projects.
Map out current processes to identify overlaps.
Consolidate similar tasks and assign clear responsibilities.
Implement a centralized workflow management system.
Share current client lists to prevent overlap in outreach.
Coordinate with marketing for unified lead generation.
Develop a CRM system accessible to all sales team members.
Check for overlapping campaigns or content pieces.
Create a content calendar shared with the entire team.
Implement a digital asset management system.
Review recent customer interactions to spot duplication.
Assign specific customer queries to designated team members.
Integrate a customer service platform that tracks all interactions.
Identify duplicate financial entries or reports.
Standardize financial reporting procedures.
Adopt an integrated accounting software.
Cross-check current recruitment efforts for overlap.
Centralize the hiring process to a single platform.
Develop an HRIS (Human Resource Information System) for unified data management.
Audit help desk tickets for duplicate issues.
Create a knowledge base for common technical problems.
Implement a unified IT support platform with self-service options.
Review ongoing projects for similar objectives.
Consolidate similar projects to streamline efforts.
Establish a project management office (PMO) for oversight.
Share strategic plans with key stakeholders.
Align departmental goals to prevent overlapping initiatives.
Implement strategic planning software accessible to all relevant parties.
Reach out to key customers for immediate feedback.
Organize a customer satisfaction survey.
Develop a customer-centric culture through training and policies.
Identify bottlenecks affecting customer satisfaction.
Streamline processes to improve customer delivery times.
Implement quality management systems like ISO standards.
Follow up with recent customers to gauge satisfaction.
Train sales team on active listening and customer needs assessment.
Develop long-term relationship management strategies.
Monitor social media for customer complaints.
Create targeted campaigns addressing customer pain points.
Build a community around the brand for better engagement.
Respond promptly to unresolved customer issues.
Train staff on empathy and effective communication.
Implement a customer relationship management (CRM) system.
Review billing processes for errors causing customer dissatisfaction.
Simplify invoicing and payment methods.
Offer flexible financing or payment plans.
Assess if staffing levels meet customer service needs.
Hire or reassign staff to customer-facing roles as needed.
Develop customer service training programs for all employees.
Fix any technical issues affecting customer interactions.
Upgrade customer-facing technologies for better performance.
Implement self-service portals for customer support.
Collect customer feedback on products/services.
Adjust product features based on customer input.
Involve customers in the development process for co-creation.
Analyze market trends affecting customer satisfaction.
Develop strategies to enhance customer loyalty.
Establish partnerships that add value to the customer experience.
Encourage open communication across departments.
Organize inter-departmental meetings or workshops.
Foster a collaborative culture through policies and incentives.
Share successful process improvements with other teams.
Create a repository of best practices accessible to all.
Implement cross-functional teams for projects.
Share effective sales techniques within the team.
Collaborate with marketing for unified messaging.
Participate in company-wide knowledge-sharing platforms.
Distribute successful campaign results internally.
Host a workshop on innovative marketing strategies.
Create an internal newsletter highlighting departmental successes.
Share common customer issues with relevant departments.
Develop a feedback loop between customer service and product development.
Implement a unified customer feedback system.
Provide financial insights to other departments for better decision-making.
Conduct training sessions on budget management.
Integrate financial planning into overall strategic planning.
Share talent development strategies across departments.
Organize team-building activities to enhance collaboration.
Implement company-wide mentorship programs.
Notify all departments of system updates or new tools.
Train staff on new technologies that improve collaboration.
Deploy enterprise collaboration tools like wikis, intranets, or social platforms.
Share prototypes or ideas with other teams for feedback.
Collaborate with sales and marketing for market alignment.
Establish innovation labs involving cross-departmental teams.
Share strategic insights with all departments.
Align departmental goals with overall business strategy.
Create strategic committees with representatives from each department.
Analyze the value proposition of your offerings.
Shift focus from price to quality and unique selling points.
Invest in innovation to differentiate from competitors.
Identify cost-saving measures without compromising quality.
Optimize processes to increase efficiency.
Implement lean management practices.
Train sales team to sell on value, not just price.
Develop case studies showcasing ROI for clients.
Build long-term relationships focusing on customer success.
Highlight unique features and benefits in marketing materials.
Rebrand if necessary to reflect premium value.
Launch campaigns that position the company as an industry leader.
Provide exceptional service to enhance perceived value.
Collect testimonials and reviews highlighting quality.
Develop loyalty programs to retain customers.
Review pricing strategies and profitability.
Develop flexible pricing models based on value-added services.
Invest in financial analytics to support strategic pricing.
Assess if employee skills align with delivering high-value services.
Provide training to enhance skills and competencies.
Attract and retain top talent to improve service offerings.
Ensure all systems support high-quality service delivery.
Implement technologies that enhance product/service value.
Develop proprietary tools that set the company apart.
Identify unique features that can be enhanced.
Innovate new products/services that meet unmet needs.
Create a product roadmap focused on differentiation.
Research competitors to identify gaps in the market.
Develop strategies that focus on niche markets or specialties.
Form strategic partnerships to enhance value propositions.
Analyze strengths and weaknesses compared to market leaders.
Identify unique market opportunities or niches.
Set a vision that focuses on innovation and agility.
Benchmark operational processes against industry standards.
Implement best practices to improve efficiency.
Achieve certifications that enhance credibility.
Target underserved segments in the market.
Develop sales strategies that leverage company strengths.
Build a sales force skilled in consultative selling.
Increase brand visibility through targeted campaigns.
Highlight differentiators in marketing messages.
Establish thought leadership through content marketing.
Offer personalized service to differentiate from competitors.
Collect and act on customer feedback to improve offerings.
Achieve high customer satisfaction ratings to build reputation.
Allocate budget towards strategic growth areas.
Secure funding or investments for expansion.
Optimize financial models to support competitive strategies.
Adjust recruitment strategies to prioritize talent with experience in competing against market leaders.
Develop training programs to enhance competitive skills.
Foster a culture of innovation and adaptability.
Analyze IT infrastructure to ensure it supports rapid growth and scalability.
Experiment with emerging technologies to implement ahead of competitors.
Invest in R&D for proprietary technologies.
Identify gaps in market leaders' offerings.
Develop products/services that fill those gaps.
Innovate disruptive solutions that redefine the market.
Conduct a SWOT analysis to inform strategy.
Explore partnerships or alliances for competitive advantage.
Implement long-term strategies focused on market leadership.
Acknowledge the risk and discuss it with the leadership team.
Develop succession plans for key roles.
Foster a culture of knowledge sharing and collaboration.
Identify critical tasks performed by key individuals.
Cross-train team members to handle essential functions.
Document processes and create operation manuals.
Recognize top performers and understand their methods.
Encourage top salespeople to mentor others.
Standardize successful sales techniques across the team.
Catalog key campaigns and strategies led by individuals.
Create templates and guidelines based on successful initiatives.
Build a collaborative team environment that reduces silos.
Identify key employees critical to customer satisfaction.
Share knowledge through team meetings and documentation.
Implement rotational roles to broaden skill sets.
Ensure critical financial information is accessible to authorized personnel.
Cross-train staff on essential financial processes.
Implement robust financial systems that reduce individual dependency.
Assess risks associated with key personnel departures.
Develop retention strategies for key employees.
Create a talent pipeline that combines recruitment and development efforts.
Document critical IT systems and procedures.
Train multiple staff members on essential IT functions.
Implement knowledge management systems.
Map out key projects reliant on specific individuals.
Encourage team-based project management.
Develop a knowledge repository of product development insights.
Identify strategic initiatives dependent on key people.
Involve a broader team in strategic planning.
Institutionalize strategic processes and decision-making frameworks.
Identify bottlenecks in decision-making processes.
Delegate authority to accelerate approvals.
Cultivate an agile organizational structure.
Review current operational workflows for inefficiencies.
Streamline processes to reduce time-to-market.
Implement agile methodologies like Scrum or Kanban.
Gather market intelligence on new opportunities.
Prepare the sales team for upcoming product launches.
Develop rapid sales deployment strategies for new markets.
Analyze competitor launch strategies.
Create go-to-market plans for upcoming products.
Build flexible marketing campaigns that can be quickly adapted.
Prepare FAQs and support materials for new products.
Train customer service reps on new offerings.
Establish feedback mechanisms to improve future launches.
Allocate budget for product development and market entry.
Forecast financial projections for new initiatives.
Secure funding or optimize capital structure for expansion.
Assess staffing needs for new projects.
Recruit or train employees for required skills related to new products/services.
Develop talent management strategies to support innovation.
Ensure IT infrastructure can support new products/services.
Develop IT solutions that facilitate faster product development.
Invest in emerging technologies to stay ahead of the curve.
Prioritize product backlog based on market demand.
Accelerate development cycles using agile methods.
Establish an innovation lab or R&D department.
Identify potential markets and assess feasibility.
Develop strategic partnerships for market entry.
Create a long-term roadmap for sustained innovation and growth.
Review current pricing to spot gaps in value understanding.
Discuss with key customers to learn how they perceive your service's value.
Implement a value-based pricing model reflecting true customer value.
List all services and value-added features.
Calculate actual costs to deliver each service.
Optimize processes to enhance efficiency and inform pricing.
Gather feedback on what customers value most.
Train the team to sell on benefits, not just price.
Adjust incentives to promote value-based selling.
Research competitors' pricing and value propositions.
Develop messages highlighting unique benefits.
Create content helping customers understand your value.
Identify common needs valued by customers.
Enhance service quality to boost perceived value.
Offer tiered service levels with matching prices.
Analyze which services are most profitable.
Develop detailed cost models for pricing decisions.
Use analytics tools to monitor pricing effectiveness.
Assess team skills that add service value.
Train staff to enhance customer experience.
Align compensation with delivering higher-value services.
Catalog all technical support services offered.
Implement metrics to quantify service value.
Develop self-service platforms to add customer value.
Gather data on how customers use your products.
Focus on features solving key customer problems.
Innovate new solutions addressing unmet needs.
Research market needs your services can meet.
Identify value gaps compared to competitors.
Develop partnerships to enhance offerings and justify higher prices.
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Prepared by Andy Farnsworth
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