HR Memo

Date:

To: XXXXXX

From: GDD’s IT Department.

Subject: Establishment of a KM system in the organization.

Introduction

This memo is to notify you of the need to establish a KM system in the organization. A KM (knowledge management) system shall help the organization to create, manage and share its knowledge and information. In the recent past, the IT department has received an increased number of requests from different people and departments within the organization. These requests include reports, new software that would be used to collect data as well as data storage. These increased number of requests have overstretched the resources and personnel at the IT department hence necessitating the need for a KM system. The system will help ease the pressure put on the IT department as well as keep the organization competitive in the market as a result of its effectiveness.

Recommendation

For a productive and competitive working environment, a KM system is compulsory. The world has shifted from the old method of processing, storing and reporting of data. The old methods used to be tedious and ineffective. The GDD organization is an establishment of the internet era. Most companies have adopted the internet mode as a way of running their daily business. The internet has attracted several applications. One of the applications that have been drawn by the internet is the KM system. This is a new era of technology that helps organizations to run their businesses smoothly. The KM system shall improve the working mechanism of the GDD organization in several ways. Currently, the structure GDD organization does not have a synchronized database that captures all the documents, policies and procedures of the organization. The organization lacks information of its employees and it hard to establish the individual experience and expertise of its employees.

In a competitive world market, the GDD organization is likely to become uncompetitive. Just like earlier stated, different departments and employees have to seek the help of the IT department to have their issues handled. This not only burdens the IT department, but it also reduces the general effectiveness of the organization. The KM system can best solve this sluggishness within the organization. The KM system will be able to integrate all the organization’s data. This data includes documents, policies, procedure and employee’s profile. This information captured the KM system will be able to be mirrored down to various departments. This implies that there would be no need for individuals to visit the IT department for any information or reports. The KM system will be able to generate individual reports for different departments. Heads of departments will be given admin rights to update some info necessary. The KM system will as well capture the organization’s profile. The KM system does not render the IT department obsolete to the organization.  The IT department will be responsible for training personnel who will be responsible for the daily running of the KM system. This personnel shall be tasked to update the system, maintain the system as well as ensuring that the security and integrity of the information are maintained. The KM system is the future of GDD organization.

Commentary

It is evident that technology is on the move and every organization must move at its pace. For the GDD organization, this is the prime moment for it to adopt the KM system to help it handle the challenges that arise from a shrinking world. The KM system will help the organization be able to reorganize itself from the old method of operations. These operations were characterized by time wastage and patched information. This patched information made it hard to make a precise decision; however, with the implementation of the KM system, these problems will be a thing of the past.

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