Toward an Effective and Secured Social Knowledge Management

When considering the best solution for social knowledge applications within a business, it is important to consider the purpose of the integration, and how it will be used.
As the CEO or Manager, it is crucial to think about the end result and ask these questions:

  1. Will the social media platform be used on a daily basis or once in awhile?
  2. What kinds of information will be shared via the social media platform and how?
  3. Will files be posted or sent via a private message, on this platform, or should another solution, such as sky drive storage be considered?
  4. Is communication more important than data sharing?
  5. How will misuses and abuses be handled, as they occur?

If the social media is used daily, it could be an effective means of communications within staff and upper management, between team members, and others to discuss vital aspects of a project as it is being completed, saving legwork and other means of communication, and thereby speeding up productivity. If it is only used once in awhile, who will decide how it should be used and when? A policy on use should be written into the company manual and given to employees so that everyone will understand the guidelines, once they are drawn up.

It should then be determined how much information should be shared. Determine if there are particular kinds of data which should not be shared, and how this will be safely handled. Certain file types could be better shared via a sky drive or other medium, in the interest of security. If information is "posted," rather than sent via a private message, determine the security risk in doing this. The advantages of quick social interaction or file sharing must always be weighed with the risk of misuse or hacking.

It is also important to note whether the most important factor is data sharing or communication. If it is communication, a sky drive could be used instead of the social platform for data, and the social platform reserved only for quick communication. This would limit the amount of critical data being shared on public servers, and use the social medium for quick communications only, lowering the risk of security breaches.

Finally, when misuses and abuses occur, what will the process be to determine who was responsible. Again, writing these policies for unforeseen circumstances into the policies of your business will handle these situations as they occur, by everyone being on the same page.

In conclusion, an effective social platform integration would combine the best of real world communication techniques, such as person-to-person conferences, email, and meetings with the social platforms, to create a knowledge solution that would work for most business models. Knowledge is power and the quick interchange of important information, files, and data is critical to making the most of your time as a business owner.

However, any solution for the exchange of knowledge must be weighed with the risk of a security breach or misuse issues with staff or unknown individuals, who may compromise significant corporate information or company secrets. If a plan is put in place to allow for these circumstances, social media platforms can be utilized to maximize the best exchange of knowledge between coordinating team members, without the risk of the data falling into the wrong hands.


Opened by Antoine Fournier, Head of ECM, Input and Output management, Zurich Insurance
Jun 9, 2013.

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