Managing Project Knowledge

 

1. Introduction to Managing Project Knowledge

• When executing a project, teams discover new and better ways to do things.
• Learning happens through execution, not just planning.
• Example:
  • If a team is painting a wall, they may realize that painting diagonally is faster than painting up and down.

2. Purpose of This Process

• Uses existing knowledge and creates new knowledge.
• Helps improve future projects by capturing key lessons.
• Example:
  • A software development team finds a shortcut to improve app performance. This knowledge should be documented for future use.

3. Lessons Learned Throughout the Project

• Common misconception: Lessons learned happen only at the end.
• Reality: Lessons should be captured throughout the project.
• Main output: Lessons Learned Register.
• Example:
  • If a team finds a new way to optimize code, they document it immediately, instead of waiting until the project ends.

4. Explicit vs. Tacit Knowledge

• Explicit Knowledge (Formal, Documented)
  • Found in books, records, documents.
  • Example: A manual on project management best practices.
• Tacit Knowledge (Personal Experience, Intuition)
  • Comes from experience and expertise.
  • Example: A senior engineer's instinct on how to fix a technical issue quickly.

5. Knowledge Management vs. Information Management

1) Knowledge Management

• Focuses on sharing knowledge among stakeholders.
• Example:
  • Conducting team workshops where members discuss best practices.

2) Information Management

• Focuses on storing, organizing, and retrieving knowledge.
• Example:
  • Storing all best coding practices in a shared repository for easy access.

6. Key Outputs of This Process

1) Lessons Learned Register (Main Output)

• A document where lessons are recorded throughout the project.
• Helps avoid repeating mistakes and improves efficiency.
• Example:
  • A construction team learns that using a specific cement mixture speeds up drying time. They document it for future projects.

2) Updated Knowledge Base

• Lessons are shared across different projects.
• Example:
  • A new software team can benefit from a previous team's findings on reducing server downtime.

7. Why This Process Matters

• Many organizations lose valuable knowledge because they fail to document it.
• Knowledge = Power
• Proper knowledge sharing saves time, reduces errors, and improves efficiency.
• Example:
  • A company invests millions in R&D, but if findings are not shared, future projects waste time rediscovering the same solutions.

Key Takeaway: Capture Knowledge Continuously

• Don't wait until the end! Lessons should be documented as they happen.
• This ensures future teams benefit from past experiences.