How To Make Sure Your Knowledge Management CMS Cleanup Lasts

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In 2012, Williams launched a large-scale initiative to consolidate 12,000 documents from about 20 different organizations into a standard information architecture and process. APQC talked to Elisa Munoz, knowledge management consultant at Williams, about how Williams got leadership buy-in for content clean up, rationalization, and categorization and applied design thinking to create a solution that can be sustained in SharePoint.

Elisa Munoz and Leslie Nessim of Williams will be presenting “Design Thinking Applied to Findability for Operations” at APQC’s 2016 KM Conference April 28-29.

How did you get leadership to support the clean up?

The Executive Officers Team had established a priority for the enterprise, which was to develop and implement a unique set of standards, procedures, and an integrated management system. When we presented the Knowledge Services recommendation for the Williams Integrated Management System (WIMS), they were very pleased to see we had a plan for how to organize the content; differentiate it from other content; categorize, eliminate duplicates, and relocate content; and keep it reliable.

In addition, showing them that we were thinking of all users spain mobile numbers list and their needs, as well as how we were going to scale to an enterprise-wide implementation using the existing SharePoint environment while appropriately communicating and training was a big plus, but what I believe made a big difference when trying to get leadership support was our ability to show prototypes and visuals.Without them we might have been trying to sell an idea, and nobody ever sells ideas. You can always sell a product if you prototype and envision.

In our case, part of getting leadership support was getting the approval of the content analysis and migration tool for future use. For that, we submitted a separate business case that demonstrated the engagement process, the tool analysis results, the immediate cost savings, and the potential annual savings. We started the WIMS effort without this tool, but now that we have delivered WIMS and we have the tool, we can address other larger content scopes while we continue to apply design thinking and process.

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