GroupDesignSetting5_INFO644_Final Presentation

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Scenario 5: An Architectural Firm's Knowledge Management Challenges:

Scenario 5: An Architectural Firm's Knowledge Management Challenges INFO 644 Amanda Burton Marybeth Moretti Jessica Randall


Background Small, successful architectural design firm Current State: Offices are for more seasoned staff only Collaborative work environment Paper-intensive Future Goals: More private offices, especially for junior staff Larger, more collaborative work spaces High-tech, paperless environment Improved internal and external communication Less space needed to archive paper documents Changes Met With Resistance From Senior Partners INFO644 – Group 5


Introduction Challenge : Implement the vision changing the work environment to incorporate a large space, including high-tech tools to eventually go paperless. Resistance from more senior staff Change in organization’s culture Communications patterns will be affected Expectations of technology use The firm’s future goals will help to keep the company remain competitive, successful and well-positioned for the future. INFO644 – Group 5 Solutions addressed: Effective Internal and External Communications Appealing Physical Office Environment Knowledge Use Will Help Drive KM Capture Development of Mentor Program Cross-disciplined Collaboration Hands-on Training Increased Productivity Action Learning Development of Metrics

Review of Literature:

Review of Literature Knowledge sharing among architects Literature concerning KM and information seeking among architects is quite limited Architects rely heavily on the use of electronic documents, notably images and video during the design process The use of a personal collection of literature kept close at hand, mainly trade journals and images, is more commonly referred to than academic or firm wide collections Architects are quite secretive when it comes to knowledge sharing and the experiential nature of their work makes transfer difficult Benefits of paperless environments Review of business processes results in the elimination of redundant paper handling Electronic storage saves space and money Significant decrease in time consumed looking for hard copy Remote and simultaneous access to firm documents Increased collaboration INFO644 – Group 5

Discussion Points:

Discussion Points The following discussion is the result of twice weekly conference calls among the team and details the steps taken that produced our recommendation for knowledge sharing within our setting. This was a great exercise in collaboration. INFO644 – Group 5

3.1 Approach:

3.1 Approach How we approached the design challenge Immediate Goal: Print less paper and archive more digitally Long-term Goal: A paperless architectural office Overall GOAL: Exceed current success Culture change needs to be taken into account Going from large communal space with many face-to-face meetings to individual cubicles Want to retain the face-to-face interaction but incorporate more digital work flow processes INFO644 – Group 5

3.2 Options:

3.2 Options Solution Options Considered Start with digital knowledge capture one project at a time Process used must be well-documented Provide incentives for embracing “less paper” environment Archive all projects 5+ years old within 6 months Create Mentor Program Establish team collaboration areas (TCAs) in new office space for face-to-face meetings Firm hosted events to ensure informal meeting of architects Includes forums from lessons learned from projects Salient points will be made available to all workers through a shared drive. Exhibit space created for visual presentation of past projects INFO644 – Group 5

3.3 Reasons for Selections:

3.3 Reasons for Selections Reasons for Selecting Proposed Recommendations Desire to create a solution that is not strictly technical but multilayered Older worker trepidation means a more fluid, long-term approach Due to generational trepidation, best to implement incrementally so each architect can experience the benefits of going paperless Will help with eventual acceptance to go completely paperless 2030 Commitment of architectural firms asked to reduce energy in the office, as well as in the design Reducing paper consumption is part of that solution INFO644 – Group 5

3.4 Recommended Solutions:

3.4 Recommended Solutions Ensure new office has collaborative spaces Work flow needs to be completely mapped to find digital efficiencies Creation of a KM System All design documents must be scanned into a KM system and archived in same document type as with file creation Schedule for ultimate goal of paperless: 2 years Paperless architectural project pilot started Training and incentives established to ensure architects are creating, sharing and using the content in the KM system Establishment of a mentoring program between senior and junior architects Creation of exhibit space for past projects INFO644 – Group 5

3.5 Evaluation:

3.5 Evaluation First digital project will outline the successes and failures of the new work flow process incorporating digital knowledge-sharing Determine ROI (Return on Investment) of the proposal to go paperless and communicate results to employees Create benchmarks to measure KM activity against company goals INFO644 – Group 5


Conclusion What we’ve learned About ourselves As a group About Knowledge Management INFO644 – Group 5

Academic Honesty Statement:

Academic Honesty Statement I certify that: This paper/project/exam is entirely my own work. I have not quoted the words of any other person from a printed source or a website without indicating what has been quoted and providing an appropriate citation. I have not submitted this paper / project to satisfy the requirements of any other course. Signature: Amanda Burton Marybeth Moretti Jessica Randall Date: June 3, 2012

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