The client
A leader in delivering immersive technology services across industries, with over a decade of expertise. We offer strategic and project management services focused on customer needs, leveraging cutting-edge technology in product development, big data, and analytics. Headquartered in Loudoun County, Virginia, we tap into top industry talent passionate about client success. Our seasoned consultants tackle challenges relentlessly, delivering delightful results. We prioritize integrity, honesty, and open communication, constantly enhancing ourselves through feedback and benchmarking against industry standards.
The problem
The company is growing and has a great clientele. With growth comes increased responsibilities and participation in winning more projects. This phase typically involves transformation until the company scales and stabilizes in new operations. This necessitates capturing extensive knowledge acquired over the years, both tacit and structured, which are critical. Hence, the company needed to ensure that all knowledge is captured, made easily accessible, and constantly updated. The challenges they faced were:
Knowledge drain
- Over 50% of knowledge in the company was tacit knowledge, and they needed to capture it, ensure it is structured, and easily accessible.
- Little SME time invested in (KM)t as it was done in pieces and not a strategic decision led from the top.
Search capabilities
- The existing content, was not tagged with relevant keywords. Therefore, the existing, plus new content needed to have optimal tags.
- There were data duplicates within the database.
Legacy tech and legacy content
- The tech used was dated and did not have features to integrate with a sales CRM.
- With winning more bids there was past content that needed to be archived and replaced with the new content for the same subject areas.
OUR SOLUTION
We proposed a solution with an initial evaluation/ audit of all the content exists, and all the content that does not exist yet has to be captured from various owners within the company. This data/ content was sitting on various on-prem systems, and not shared universally. We then worked to deliver in phases –
Phase 1 : Portal creation and data capture
Phase 2: Tagging
Phase 3: Content updating
The three-phase approach ensured that all client stakeholders could provide content and review the content we worked on without disrupting their workdays.
Create a knowledge management portal
- Created a KM portal on SharePoint
- Created folder structures
- Identify the volume to be captured
- Identify the various pieces of knowledge that is to be captured
- Identify owners for each content piece
- Put together a project plan
Made accessible
- Provide meta data tags for each content piece, which makes the search functionality simple to use.
- Tag the content with various parameters
Updating content
- Worked on existing content.
- Segment the tags that need to be updated at various durations.
- Create triggers, and reminders for relevant owners to provide updated content in those durations.
Our work in action
The Impact
Quality of bids
Increased bid quality through diverse content options, visibility into past submissions, and enhanced accessibility with alphanumeric search capabilities.
Regulatory compliance
Tagged content with – boiler plates, tech content, management content, success stories, KPIs, processes & testimonials
Timely bid submission
With appropriate content made easily available, the time to look for content to submit a bit was reduced by nearly 60%
