KMS re-contextualization – recognizing learnings from OMIS research

Abstract

Purpose Deployment of knowledge management systems (KMSs) suffers from low adoption in organizational reality that is attributed to a lack of perceivable added value for people in actual work situations. Poor task/technology fit in the process of knowledge retrieval appears to be a major factor influencing this issue. Existing research indicates a lack of re-contextualizing stored information provided by KMSs in a particular situation. Existing research in the area of organizational memory information systems (OMISs) has thoroughly examined and widely discussed the topic of re-contextualization. The purpose of this paper, thus, is to examine how KMS design can benefit from OMIS research on approaches for re-contextualization in knowledge retrieval. Design/methodology/approach This paper examines OMIS literature and inductively derives a categorization scheme for KMS according to their strategy of re-contextualizing knowledge. The authors have validated the scheme validated in a multiple case study that examines the differentiatory value of the scheme for approaches with various re-contextualization strategies. Findings The classification scheme allows a step-by-step selection of approaches for re-contextualization of information in KMS design and development derived from OMIS research. The case study has demonstrated the applicability of the developed scheme and shows that the differentiation criteria can be applied unambiguously. Research limitations/implications Because of the chosen case study approach for validation, the validation results may lack generalizability. Practical implications The scheme enables an informed selection of KMSs appropriate for a particular OMIS use case, as the scheme’s attributes serve as design rationale for a certain architecture or constellation of components. Developers can not only select from various approaches when designing re-contextualizaton but also come up with rationales for each candidate because of structured representation. Hence, stakeholders can be supported in a more informed way and design KMSs more effectively along organizational change processes. Originality/value The paper addresses an identified need for systematic characterization of KMS approaches and systems intending to meet the objectives of OMISs. As such, it allows streamlining further research in this field, as approaches can be judged according to their originality and positioned relative to each other.

Stagewise Overview of Issues Influencing Organizational Technology Adoption and Use

“…The trainers need to be carefully chosen as they are the first mentors in guiding employees in the use of the technology. It is important to deliver knowledge in such a way that people can utilize it to better accomplish their task objectives (Mühlburger et al, 2017 ). It is also mentioned in the literature that adequate adjustment time is needed to allow the users to familiarize themselves with the technology in the initial stages of change (Keyworth et al, 2018 ).…”

Enabling Emergent Workplace Design

“…The state of the art in organizational memory systems research is to enable situated knowledge delivery by offering technical support systems that monitor the current state of a work process and provide access to information relevant to the current work step (Mühlburger et al 2017). We go beyond this approach in two respects: (a) it not only focuses on providing support during the operative work process but supports activities throughout the whole KLC (indicated by the arrows reaching out from the repository to different phases in the KLC, and (b) it does not assume the existence of a standardized (i.e., unique) way of carrying out a work process in a particular situation but explicitly also considers the configuration of involved actors and their individual experiences and expertise.…”