Introduction
Information sharing is an essential part of cooperation in the workplace, which means that the employees and managers should pay precise attention to it. Knowledge and information sharing in the organization is an initiative taken by respective bodies to ensure critical information is passed across the workforce. Firms provide several forms that information is shared among their workers. These ways include sharing data files, creating online discussion groups, distributing written documents, face-to-face office discussions, holding monthly or weekly presentations, and mentoring the younger employees. It is possible to hypothesize that the active use of different ways to share knowledge allows the company to support its stable development.
Ways to Share Information and Knowledge
The general context influences the choice of sharing information in the workplace. Internet sharing and other online modes of sharing became popular during the pandemic as most were advised to work from home. It is possible to apply the initiative after the pandemic as it proved more accessible than other modes (Ahmed et al., 2021). For example, data can be shared with other coworkers through emails and the company’s websites. This sharing model always ensures all workers get the information and knowledge from the official platform hence no confusion. At the same time, distributing written documents, face-to-face communication, and monthly or weekly forums to inform the whole department are still working ways to share data (Liebowitz & Beckman, 2020). Therefore, all these methods can be effective if applied correctly and be well coordinated.
Ways to Look After Information and Knowledge
Many firms prioritize information and knowledge protection as it enables them to have a competitive advantage in production or sales. Moreover, some organizations employ specialists to help protect technical information against external attacks. Firms using this method are deeply ingrained in modern technology as their primary storage and mode of communication. Wong et al. (20191) indicate that organizations always feel vulnerable to external attacks and hence want to apply measures that may reduce that. Many firms do not know how to deal with lack of knowledge except by firing the employee, which does not solve the problem.
Information Management and Knowledge Management
Knowledge management is having executive control over an organization’s resources to get a competitive advantage over others. Nevertheless, on the other hand, information management is an enabler of knowledge management and is mandatory in any company. Further, knowledge management is an ongoing and never-ending cycle that always needs one’s attention, while information management is a one-time endeavor automated by nature (Krcál & Kubias, 2018). Therefore, one can conclude that the difference between the two is people’s roles.
Conclusion
Therefore, information sharing and protection are essential components of a company’s functioning. It allows the employees to support adequate connection, coordinate their actions, and pursue common goals. At the same time, it is critical to manage information and protect it to ensure the safety of corporate secrets and to preserve an advantage in business competition.
Briefing Paper
Sources of Information for the Workplace
There are many sources of information in workplaces, depending on what employees want to know. For example, some organizations prefer getting their information from government documents and publications, media, and organization associations. Media is the most used source of information as it exists in different ways, for example, radios, televisions, and other social media platforms. The complete information on these platforms makes it easy for employees to get their data on their firms or their competition. Government documents and publications provide general information on all organizations within their borders. Through this, employees understand the economic nature and how they are faring. Big firms, through shares, get to know what they need to know to improve their status. Organization associations provide information on related companies and show the relationship between direct competitors (Bystrom et al., 2019). Moreover, despite having their respective roles, these sources of information can be used to educate various employees on their roles.
Evaluation of the Advantages and Limitations of Sources of Information for the Workplace
These sources of information can be advantageous and disadvantageous in some aspects, depending on how one uses them. Social media allows employees to engage others as they share the information indicated. Regular email communication ensures greater participation and ensures each is active in building a better brand. Further, government and organization association publications promote social learning and improve knowledge sharing. Employees can understand what their competitors are doing and the steps they have taken to grow. This sharing enables them to solve problems that increase knowledge and social learning.
On the other hand, media as a source of information exposes companies to hacks and viruses, leading to privacy breaches. They always make the organization vulnerable and in danger of being exposed to external threats. Again, social media is addictive and may consume workers’ hours reading unrelated topics. The result is decreased productivity and time wastage which could have been used elsewhere (Wong et al., 2021). Therefore, the organization needs to promote what is best and discourage unpleasant behaviors regarding sources of information.
Sources of Knowledge for the Workplace
Knowledge in workplaces is gotten from different sources with the group’s directive or firm leaders. Some firms get their knowledge from the organizational memory; the skills are implemented depending on what suits the employees best. It is best implemented by an experienced person who has worked with the team. Externally, knowledge comes from the suppliers, business environment, customers, and the market. Engaging the suppliers gives the firm knowledge of how they perform, which is vital in growing a business. Customers have a role in a business setup as the relationship is usually mutually beneficial. Their feedback always provides knowledge on how new products and services need to be developed. Further, market research will always provide knowledge about competitors, which is crucial in helping one strategize (Simao & Franco, 2018). In exhausting these sources, one needs to determine which knowledge they need and their benefits to the firm.
Evaluation of the Advantages and Limitations of Sources of Knowledge for the Workplace
Knowledge sources in various workplaces allow for flexible transfer of specific and sensitive data within the organization. For example, they are used when a company wants to introduce a new product in the market without needing to formalize the contracts. Further, they help in calculations and estimations of costs the firm will likely incur if they participate in certain activities. External sources of knowledge allow the introduction of new measures related to the product being sold. Many organizations apply this when they want to incorporate a new idea into the existing one. The lack of these sources will expand the organizational practices gap, which needs to be closed to improve workplace performance. However, some market research knowledge is usually outdated and will inaccuracy. For example, product research before the COVID-19 pandemic will not apply during and after the period as much could have changed.
Further, getting customer knowledge always results in a wide range of information that cannot be covered once. Therefore, at times they are inapplicable and hence cannot be reliable (Hart, n.d.). The best source of knowledge will depend on what the organization wants, and they need to analyze them carefully for maximum benefits.
Presentation
Need for Current, Valid, and Reliable Information and Knowledge
The use of current and valid knowledge is essential in the management team’s work because it allows leaders to understand the current concerns that do not allow the business to develop adequately. The current society entails an economy characterized by intense competition, economic interdependence, and collaboration. As a result, changes in all aspects call for most organizations to adopt the new methods and be up to date on production, marketing, and service delivery. These changes are always available in reliable, current, and valid sources that publish essential pieces of information over time. For example, many industries are moving to highly skilled workers in the modern setup due to the increased complexity and interactivity of tasks. To get this information on a specific new skill set, people need to read and source these data from government publications, organization-associated official websites and up-to-date, reliable online databases such as JSTOR and Gale (Van Laar et al., 2017). These materials provide verified and reliable data of the required skill set appropriate for the task.
Therefore, the need for current and reliable sources of information for managers is evident because they allow leaders to estimate potential risks and opportunities for business. With the advancement of technology, changes are becoming common, and one needs the latest information and knowledge to avoid lagging (Van Laar et al., 2017). Therefore, organizations need to research the current trends to compete in the modern competitive environment.
Importance of Using Current, Valid and Reliable Information and Knowledge in the Workplace
- Allow managers to look at the pros and cons of different initiatives before applying.
- It helps leaders estimate potential opportunities and risks and understand the situation objectively.
- Talk through with different stakeholders to get each one’s view and proposal.
- Implement after agreeing with more than half the members.
Hand-out
- These sources are generally up to date and applicable in most organizations.
- Peer-reviewed articles and journals provide proven statements and findings hence reliable.
How Information and Knowledge can be Validated in the Workplace Before Use
There are several methods to validate information before sharing or applying it in workplaces. For instance, doing appropriate tests, having appropriate authentication meetings, and ensuring the information is for the proper purpose. In doing appropriate tests, members need to run the piece of information through several business cases and case models to establish its usability. This method helps in eliminating applicable and inapplicable information in the business setup.
Appropriate meetings are held to validate any fluctuating data and are mainly applicable to status reports. Most organizations will always analyze trends and get a breakdown of whatever information they need; therefore, they need up-to-date and accurate data. Lastly, when outside sources provide data, firms need to ensure it is the set they require. It can be achieved by explaining the materials beforehand and seeking clarification (Song et al., 2018). Validating data will help the firm avoid confusion and apply the wrong initiatives.
Advantages and Limitations of a Range of Methods of Testing and Validating Information and Knowledge
Appropriate tests will allow accurate information as the variables are appropriately evaluated to produce the best outcome. Again, these tests eliminate doubt on the applicability as they had succeeded in someplace. However, the testing is limited as it cannot be used on innovations. The incapability will not allow for the firm’s expansion and the formation of new ideas. Second, having appropriate meetings allows each member to be on board and support the organization’s initiatives. Through this, organizations promote teamwork and togetherness in these workplaces. Its downside is ignoring the minority’s opinion when voting is involved. The majority will always win, which silences the minorities’ take on the initiative (Song et al., 2018). These methods validate the need to be implemented appropriately and where they are best suited.
Draft for Staff Guide
In-House Policies, Procedures, and Best Practice Principles Applicable to The Creation or Collection, Sharing, and Looking After of Information in The Workplace
Policies, procedures, and principles help an organization’s smooth and efficient running. Some focus on employee conduct, company property, harassment and discrimination, and social media use. For example, employees cannot share photos from their workplace on social media, and their accounts are analyzed by HR. Those workers who express racist or discriminatory views on the Internet and the company learns about it are fined or dismissed. These policies aim to communicate the firm’s visions and values, making employees understand what is needed. One of their responsibilities is to create, collect, share and protect data in their respective workplaces.
Security of information is an essential part of corporate policy. The creation and collection of data involve reading various materials and determining what is best for the firm. It explains why some firms have libraries and research materials within the premise. Sharing is done through the sources of information discussed earlier, and the protection is through respective measures depending on the data. Different organizations will store their data depending on technological advancement, but most are shifting into technological storage methods (Byström et al., 2019). Hence, there are no universal policies and procedures but change over time depending on the firm’s intentions.
Key Legislation Applicable to The Creation or Collection, Sharing, and Looking After of Information in The Workplace
Confidentiality of business information is the primary legislation used in working with data. It includes the confidentiality of personal information about clients and employees and the data about corporate plans, crises, and stakeholders’ intentions. For example, the employees in the companies that produce new technologies cannot share the details of their work with other organizations due to the confidentiality of this information (Byström et al., 2019). This legislation allows the company to survive in the competition in the market.
The legislation is applied to provide direction to the company by eliminating unacceptable behaviors and indicating the consequences of breaking them. For example, there is legislation on employee conduct in which each employee is required to behave in a certain way. Additionally, legislation on the misuse of the organization’s resources is discouraged, and a penalty always follows (Byström et al., 2019). It means that people who represent a particular company should correspond to the image of the professional. It means that impolite or criminal behavior is unacceptable for the employees because people associate them with the organization they work. Therefore, these rules are in place to ensure the organization runs smoothly as each employee performs their respective duties.
References
Ahmed, Y. A., Ahmad, M. N., Ahmad, N., & Zakaria, N. H. (2021). Social media for knowledge-sharing: A systematic literature review. Telematics and informatics, 37, 72-112.
Byström, K., Heinström, J., & Ruthven, I. (2019). Work and information in modern society: A changing workplace. Information management in the workplace. London: Facet Publishing, 1-32.
Hart, O. (2017). Toolkit to Take to Workplace: Equipping Students for Success Beyond College. In The Fifth European Conference on Information Literacy (ECIL) (p. 179).
Krcál, M., & Kubias, M. (2018). Differences between Knowledge and Information Management Practices: Empirical Investigation. In KMIS (pp. 190-198).
Liebowitz, J., & Beckman, T. (2020). Knowledge organizations: What every manager should know. CRC press.
Simao, L., & Franco, M. (2018). External knowledge sources as antecedents of organizational innovation in firm workplaces: a knowledge-based perspective. Journal of Knowledge Management.
Song, M. L., Fisher, R., Wang, J. L., & Cui, L. B. (2018). Environmental performance evaluation with big data: Theories and methods. Annals of Operations Research, 270(1), 459-472.
Van Laar, E., Van Deursen, A. J., Van Dijk, J. A., & De Haan, J. (2017). The relation between 21st-century skills and digital skills: A systematic literature review. Computers in human behavior, 72, 577-588.
Wong, A., Ho, S., Olusanya, O., Antonini, M. V., & Lyness, D. (2021). The use of social media and online communications in times of pandemic COVID-19. Journal of the Intensive Care Society, 22(3), 255-260.
Wong, W. P., Tan, H. C., Tan, K. H., & Tseng, M. L. (2019). Human factors in information leakage: Mitigation strategies for information sharing integrity. Industrial Management & Data Systems 119(6), 1242-1267.