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“Does Your Company Know What It Knows?”

Discover how strategic knowledge management enhances profitability. Learn to access and manage unstructured information to boost business success and quality. Analyze efficient knowledge systems to streamline operations and drive growth.

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“Does Your Company Know What It Knows?”

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  1. Welcome to “Does Your Company Know What It Knows?” Terry Weaver

  2. Thomas L. Friedman – Best-Selling Author “The World Is Flat”

  3. US Strategy Low-cost Labor Low-cost Machinery 50 year life Rebuilt 3-4 times Quality “Inspected In” China’s Strategy Ultra Low-cost Labor Best Available Machinery Italian, German, Japanese State-of-the-Art Digitally Controlled 10x Quality 1/10 Scrap World-class Quality Systems Government Funded Global Competition -- Textiles

  4. Lew Platt -- CEO Hewlett Packard “If HP knew what HP knows, we would be 3 times as profitable”

  5. Structured Numerical Financial Operations Orders Shipments Billings/Receivables Unstructured Sales/Marketing Customer/prospect contact Competitive intelligence Product Data Presentations Product Development & Production Drawings (ACad, Pro-E) Photos Code (CAD/CAM/CIM, Source) Manufacturing Instructions Policies/Procedures Document Management Investor Relations COMPETITOR THEFT ? Types of Information • Transitory • Phone • E-mail • Fax

  6. Observations Most systems investments have been focused on STRUCTURED (numerical/quantitative) information. Today’s challenge is in the collection, organization, and retrieval of UNSTRUCTURED and TRANSITORY information (Enterprise-wide Knowledge)

  7. Unstructured Information • Company’s core competencies, collective know-how, and strategic advantage • Rarely supported by systems to manage unstructured information or to support the workflows that require it • Primary owners, contributors, and users are Knowledge Workers

  8. Therefore, Best-in-class organizations are building Systems to collect, organize, and make available Enterprise-wide Knowledge to those who need it most

  9. . . to drive Revenues and Profits Quality (better) (faster) Time (Cheaper) Cost Management Dimensions

  10. Assembling an Enterprise-wide Knowledge Base

  11. An Enterprise-Wide Knowledge BaseWhat is it? • Key Characteristics • Available to all authorized users • Desktop • Mobile -- anytime, anyplace • Transparent -- consistent for all users • Secure "WYNIWYG" (What You Need Is What You Get)

  12. Knowledge Management

  13. Digital Asset Management “DAM”

  14. An average of $8,200 per person per year is spent on file management activities which include searching, verification, organization, back-up and security Creative professionals spend an average of 1 out of every 10 hours of their time on file management Searches alone account for a full thirdof that time!

  15. Digital Asset Management for Smaller Companies

  16. File Management Strategies Central File Server – ALL the Company’s Digital Files Shared Folders & Personal Folders Training Inspection Reminders Local (PC) File Synchronization – “Take it with you” Built into Windows 2000 and XP Anytime, Anyplace “Right-now” Options CAUTION!! • Do not abdicate this project to an IT professional! • You’ll get far better results with a person who • Understands your administrative processes • Understands your operations workflows • Is a proficient MS-Windows user • The technology is not the issue or the challenge It’s free It doesn’t require an IT pro to do It eradicates all the “excuses” for saving files locallyvs. centrally

  17. File Management Strategies Central File Server – ALL the Company’s Digital Files Shared Folders & Personal Folders Training Inspection Reminders Local (PC) File Synchronization – “Take it with you” Built into Windows 2000 and XP Anytime, Anyplace Collaborative Workspaces IBM Domino (Lotus Notes) – Still “best in class” SharePoint (MS) – Comes with MS Small Business Server 2003 Ray Ozzie (Notes, Groove) Online collaboration Check-in/Check out for Anytime, Anyplace “Right-now” Options

  18. File Management Strategies Central File Server – ALL the Company’s Digital Files Shared Folders & Personal Folders Training Inspection Reminders Local (PC) File Synchronization – “Take it with you” Built into Windows 2000 and XP Anytime, Anyplace Collaborative Workspaces IBM Domino (Lotus Notes) – Still “best in class” Share Point (MS) – Comes with MS Small Business Server 2003 Ray Ozzie (Notes, Groove) Online collaboration Check-in/Check out for Anytime, Anyplace “Right-now” Options

  19. Saves the file to the SharePoint server, just like a local or network drive Others can see your work and add theirs “Rollback” option allows retrieval of past versions, if necessary

  20. E-mail/Calendar/Schedule + Collaboration Strategy IBM Domino (Lotus Notes) Email centralization + SHARED ADDRESS BOOK Contact Management (3rd party) Shared Calendar/Scheduling Collaborative Workspaces Portals – Customer/Supplier/Employee Access Replication – “Anytime, Anyplace” for mobile users Microsoft Exchange (comes with MS Small Business Server 2003) Email centralization + SHARED ADDRESS BOOK Contact Management (3rd party or Outlook Contact Manager) Shared Calendar/Scheduling SharePoint Collaborative Workspaces Portals – Customer/Supplier/Employee Access Synchronization – weak, but workable More “Right-now” Options Either available as a 3rd party Shared Service (Web-based) Both Synch with PDA’s, Blackberry, etc.

  21. Fax/Phone Strategy Fax Fax Server – send and receive faxes electronically Outbound – works like Email DID Fax – everyone has a personal fax number Delivered by Email (Anytime, Anyplace) Phone Voice over Internet Protocol (VOIP) Company becomes a single phone system Multi-Location Remote/Work-at-Home Employees More “Right-now” Options

  22. 23 VoIP Solution Sets:Toll Bypass and IP Telephony PBX PBX IP WAN Router/GW Router/GW Toll Bypass IP Telephony Call Control Cluster Router/GW IP WAN Router/GW Router/GW Seamless IP Telephony

  23. Backup Strategy – Critical to every DAM strategy Tape Oldest and worst Storage Area Network (SAN) Usually higher first cost Usually lower total cost of ownership (TCO) 3rd-party, Web Based Right now Zero first cost OFFSITE More “Right-now” Options • Disaster Recovery –Also critical to every DAM strategy • Consider Fire, Water (flood or domestic), Hurricane, Tornado, Earthquake, Chemical Spill – what WOULD you do?

  24. Structured Numerical Financial Operations Orders Shipments Billings/Receivables Unstructured Sales/Marketing Customer/prospect contact Competitive intelligence Product Data Presentations Product Development & Production Drawings (ACad, Pro-E) Photos Code (CAD/CAM/CIM, Source) Manufacturing Instructions Policies/Procedures Document Management Investor Relations Types of Information • Transitory • Phone • E-mail • Fax

  25. . . to drive Revenues and Profits Quality (better) Time (faster) Cost (Cheaper) Management Dimensions

  26. “Does Your Company Know What It Knows?”

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