Manage an information or knowledge system BSBIMN501A

QUEENSLAND INTERNATIONAL BUSINESS ACADEMY

Organise learning to use information or knowledge management system 1.2 Identify and secure human, financial and physical resources required for

learning activities to use an information or knowledge management system.

What are learning activities?

Once you have identified the learning needs of the relevant personnel and stakeholders in the information or knowledge management system, you are faced with a choice of learning activities that will bring about the desired learning outcomes or competencies.

What are learning activities? Learning activities can be grouped

into different types: self-directed e.g. researching, reading, e-

Iearning peer-directed e.g. group discussions, role

plays, learning partners teacher-directed e.g. classroom

teaching, lectures, workshops, mentors

What are learning activities? Many training programs will

encompass some aspects of each different type of learning activity outlined above.

Each type has its benefits for the learner, but the emphasis of one type over another in a training program will be contingent on the situation,

What are learning activities? How extensive the training program is will

depend on the scope of changes to the use of the information or knowledge management system, and the background knowledge of relevant personnel.

training can occur on-the-job or off-the-job.

On-the-job training is less expensive and simpler than off-the-job training, but it can be more disruptive to workflow.

What are learning activities? Off-the-job training takes place

outside of the workplace-usually in a classroom.

During classroom training, workers can listen to lectures and watch demonstrations.

There will also be hands-on training with the software that is being implemented at the workplace.

What are learning activities? It is also common for interactive

multimedia aids, such as DVDs and online training, to be incorporated into training programs.

Well-prepared, comprehensive training manuals are essential for workers to consolidate and review what they have learned.

Coaching and mentoring Mentors and coaches can come from a number of

sources, but they are always people who are more experienced and knowledgeable than the person receiving their advice.

Although both terms are often used interchangeably, coaching concentrates more on teaching hands-on skills or tangible information.

These skills and information are taught with a view to having specific learning outcomes.

Coaching and mentoring Mentoring emphasises the transference of

knowledge that is often intangible.

Advice received from a mentor is usually passed on informally and over an extended period of time.

Depending on who is doing the mentoring, it can come for free or be given at a charge.

However, the advice is always supportive, and typically includes psychosocial elements to help the recipient with their endeavours.

Coaching and mentoring

Despite the differences between training approaches, there exists an overlap in the two styles-mentors will have coaching skills and coaches will strive to deepen learning.

Classroom Activity #3 IN groups or pairs - identify what

characteristics make up an effective coach or mentor?

To help you with this task, think about all the people who have inspired and helped you through periods of change. What qualities did they possess?

You could draw from experiences with a parent, sibling, friend, teacher, sports coach, or business associate.

Help desks Help desks are places within an organisation that

workers can go to for help with information technology.

People working at the help desk are trained to analyse and track problems in the organisation's computer environment.

They can also assist with questions about how to use the computer software, but they are not responsible for providing full training on a system.

Information and briefing sessions Information and briefing sessions are useful for

presenting new or revised information about the information or knowledge management system to a group of workers.

Presenters in these sessions often make use of slides and other tools to help consolidate and reinforce their message.

There is lso an opportunity for workers to ask questions about the changes, and how those changes will affect them in the future

Workshops and training programs Workshops and training programs provide

practical instructions about how to use the information or knowledge management system.

Involve a number of components where the trainer/s: present a general overview of the system explain detailed information about different system

modules demonstrate how to use each different module give workers hands-on practice with the modules

E-Iearning and paper-based learning E-Iearning is a term used to describe

interactive learning with the use of technology such as DVDs, an organisation's intranet system or the internet.

A worker can log on to an e-Iearning site and engage with a 'virtual classroom' that will offer different learning activities.

E-Iearning and paper-based learning written information multi-media lessons using digital audio and visual components quizzes multiple-choice questions scenario-based problems online discussions

E-Iearning and paper-based learning As the name suggests, paper-based

learning involves having 'hard copy' information, lessons, assignments and questions available for the learner.

These materials are sometimes supplied in addition to e-Iearning activities to enhance both types of study.

E-Iearning and paper-based learning Both e-Iearning and paper-based learning have

their advantages and disadvantages.

For example, large quantities of written information are difficult to read on screen and e-Iearning can seem rigid-lacking the flexibility for detailed responses and marking of questions.

However, in some situations, these issues may not be a problem and e-Iearning can provide instant feedback that requires little input from a real-life trainer.

E-Iearning and paper-based learning Paper-based learning is useful when there

is a lot of reading material needed for the training; it is also handy for making notes.

The most obvious drawback to paper-based learning is its impact on the environment, but other issues such as having to carry heavy manuals around and needing someone to mark questions may also be a burden.

Classroom Activity #5

If you were given a choice of learning online or having a paper-based training program for a new information or knowledge management system, which would you choose? Why?

Identifying resources for learning activities Learning activities require different

types of resources to support their execution.

To help you to identify what resources are needed, you will first have to make a comprehensive list of learning objectives and activities.

E-Iearning and paper-based learning These objectives and activities will

be based on your analysis of your personnel and stakeholder needs, and the most appropriate learning strategies that will meet those needs.

Your resources for learning activities can be broadly divided into three categories: human, physical and financial.

Human resources

Human resources are all the people who are involved in either facilitating learning activities or who are being trained for the use of the information or knowledge management system at all levels.

Human resources Trainers of others using the system

There may already be a ready-to-use training program for workers to learn how to operate the information or knowledge management system.

This program may be available through the system providers or an accredited training institution.

Specialty trainers will be already in place to provide instruction and it will only be a matter of making sure that they are available when you need them.

Human resources

Commonly, these ready-made training programs require some degree of modification to tailor them to an organisation's specific needs.

In cases where a ready-made training program is not available or modifications are required, an experienced instructional designer will need to be sourced to develop an appropriate training program

Human resources

Operators using the system Operators using the system are the

recipients of the knowledge and information provided by the trainers.

You will need to make a list of all the people who will be using the system as part of their workplace responsibilities and make sure that they are all available for training.

Human resources

Managers at different levels who use the outputs of the system Some managers will require the same

training as operators; others will only be interested in the system's capabilities.

If their interest only goes as far as the system's capabilities, they may only require a briefing or information session to fulfil their needs.

Human resources

Providers of raw data for input into the system Providers of raw data could be sales staff

out in the field, customers placing orders, suppliers providing product information, potential clients-virtually anyone who fills in details on paper or electronic forms.

Human resources Providers of raw data for input into the

system The data must be accurate and relevant, but

training is usually minimal if the forms have been prepared well.

However, some human resources will be required to design the relevant forms and sales staff would benefit from a briefing or information session covering the system's capabilities.

Human resources

Other external stakeholders If the organisation deems it important to

inform external stakeholders, such as professional associations, union representatives, sponsors or funding bodies about the information or knowledge management system, then human resources will be needed to prepare press releases or provide editorial content for publication.

Physical resources

Physical resources needed for learning activities cover all the venues, equipment, materials and facilities that will be used for the learning activities.

The list of physical resources could encompass: classrooms meeting rooms

Physical resources computers computer software power points air conditioning or heating lighting desks, chairs and tables overhead projectors whiteboards pens, pencils, erasers notepads learner guides and manuals facilities for making tea and coffee toilet facilities

Financial resources Without the financial resources available to cover

the cost of human and physical resources, there would be no learning activities.

A detailed budget for the learning activities should have been part of the financial assessment undertaken when the new or upgraded information or knowledge management system was purchased.

It should cover all the items discussed under human and physical resources

Securing financial resources for learning activities Submissions to secure financial resources

for learning activities associated with the information or knowledge management system must always be presented in writing to give the decision-makers the opportunity to weigh up the facts and arguments in their own time.

written submissions will have more impact if they are also presented verbally.

Submissions presented in writing The purpose of your submission is to

clearly outline the options, benefits, outcomes and costs of learning activities for the information or knowledge management system.

Its structure should support that purpose in a logical, concise and straightforward manner.

Formatting your submission Overview Objectives and challenges Options Costing

Submissions presented verbally It is best to give your audience your

written submission after your verbal presentation so that they are not distracted by it while you are speaking.

Explain to your audience that they will not need to take notes.

Submissions presented verbally Now that you have a written submission, much

of the hard work of preparing a verbal presentation is done.

Your verbal presentation needs to be carefully structured.

A structured presentation will keep both you and your audience on track-you are less likely to take too long in putting your points across and boring your audience in the process.

Formatting your presentation Opening Introduction Body Summary/Conclusion Closing

Incorporate AIDA into the presentatino

AIDA A - Attention (Awareness): attract the attention of

the audience.

I - Interest: raise audience interest by focusing on and demonstrating advantages and benefits

D - Desire: convince the audience that they want and desire the learning activities and that they will satisfy their needs.

A - Action: lead the audience towards taking action and/or purchasing

Using PowerPoint to give a presentation It is not crucial to use PowerPoint for

your presentation, but if you choose to do so, the most important point to remember is not to bombard your audience with too much information on each slide.

Formatting PowerPoint's

Use one to two slides per minute of your presentation.

Write in bullet points with no more than five points per slide.

Be concise-use key words and phrases.

Include a concluding slide that summarises your main points.

Formatting PowerPoint's Avoid distracting animation and too many

colours.

Don't use anything smaller than an 18-point font.

Avoid using too many capital letters.

Make sure there is a strong contrast between the colour of your font and the background.

Formatting PowerPoint's

Use a consistent background throughout the presentation.

Use graphs if appropriate, but make sure you give them a title.

Proofread your presentation to avoid embarrassment!