In order to initiate the process to establish knowledge circle, we need to start with a set of documents that not only comprehend the whole process but even helpful in defining the role of every circle member, circle boundaries, records, references etc. The best available structure of documents provided by ISO 9001 (Quality Management System) that can effectively be used as it fulfills our core purpose; it is a four tier documented structure as: see (dawson, 2006)
In order to establish a comprehensive understanding of how to go on with knowledge documentation, we focus upon every tier separately
Manual is a very comprehensive and fundamental document that comprises all the organizational policies within its cross fold and it is considered as the key document which an organization contains in order to run the show, all the other kinds of manuals need to be aligned with policy manual of the organization. Besides Policy manual, there are other kinds of manual exist in an organization as knowledge manual, quality manual, operational manual, maintenance manual, accounting manual etc., our core concern is Knowledge manual which contains all the organizational policies pertaining to the knowledge related matters in an organization. All the departments, subdepartments and sections are based upon their specific domain of knowledge and these sets of knowledge are specific to their parent departments and isolated from others.
Knowledge manual would incorporate all the peripherals relating to a function/operation in the organization and written down in a precise manner to give a scanned picture of knowledge boundaries. It covers brief description of function/operation, knowledge domain, codification parameters, repositories and retention period (Appendix-1)
SYSTEM OPERATING PROCEDURE
Procedures incorporate the detailed applied guideline regarding how the related function/operation is undertaken, keeping all the concerned personnel on board and describe the purpose, scope, responsibilities, definition of terms, procedure and reference documents detail. It helps the person performing the said function/operation to begin-end the task without any assistance (asking for knowledge backup).
Knowledge workers need these procedures necessarily as rapid technological advancements and behavioral modifications shortened the knowledge life and it is exposed to obsolescence (Zheng, 2011) and it is the reason that procedures are always kept on revising and obsolete copies are saved in record files in order to maintain the continuity representing change in a single procedure. (Appendix-2)
Work instructions and procedures are often confusing, but it is very simple to grasp the difference as procedure covers whole function/operation while work instruction comprehends sole activity (store, 2012) and it belongs to one worker as it represents the out put of one worker. Knowledge workers are normally not given these instructions and most of the time they rely on verbal instructions; on the contrary, things are needed to be standardized in terms to maintain a balance in knowledge sharing process and to save it from being affected with personal changes.
The number of knowledge workers are more in lower tiers and that is the reason of placing work instruction at third level so that those who are involved in sole activity can easily perform their tasks without external assistance and every change that is brought in these instructions are filtered through the respective procedures. (Appendix-3)
Forms are blank ( to be filled in form of) documents; once filled and signed these become the records and provide detailed back up of the activity/process performed with reference to time, date, output, nonconformance, responsibility, approvals etc. These are duly filled by the person performing the task and kept in record to review on as and when required basis. Usually, knowledge workers filled the form with reference to the activity they perform but in our specific case, these forms are incorporating the knowledge related issues and problems that has been faced by knowledge worker during performance. (Appendix-4)