Intranets and Knowldge Sharing

A ‘community of practice’ is the term used to describe an informal network that participates in knowledge sharing. This network is often formed between peers, colleagues, and within groups who can share resources, tools, and practices and experience.

One of the key elements of a community of practice is to create and take responsibility for populating a knowledge base. There are currently a variety of tools that will support a community of practice, such as content management systems, social networking environments, wikis, and other specialised tools. Communities of practice should not replace face-to-face interactions within organisations but should be used to further enhance these interactions and add to the communication sharing.

An Intranet, which is similar to the Internet only access is confined to within a group or organisation, can support the activities of a community of practice by becoming a dynamic and collaborative environment for knowledge sharing. The Intranet can in fact become the knowledge base. It can be the ‘one stop shop’ for organisations, providing easy access to such tools as best practice work methods, master documentation and templates, organisational information and planning tools, as well as collaborative spaces.

Prior to development of an Intranet, knowledge gaps or needs should first be identified, and knowledge management strategies developed to address these needs. These strategies should include an information management policy that outlines the role of an Intranet within the organization or community of practice.

The structure of an Intranet site is critical to its usage. Intranets need to be developed based on best practice architectural techniques and using suitable technology platforms. Interfaces and structure are critical to its success, and ideally prior to implementation some form of usability testing should be undertaken to ensure effective and efficient use of the tool. The quality of the information contained in the Intranet will help determine its success; information needs to be kept relevant, accurate, and current.

The marketing and promotion of an Intranet within an organization can ensure a community of practice continues to flourish and grow. Effective marketing and promotion can ensure individuals are aware of the existence and purpose of the Intranet and can contribute to and expand on its content. This will further enhance the knowledge and sharing of communication within the community of practice.