An organization’s most important asset is its knowledge. This knowledge is generally embedded into processes, systems, and most notably in the heads of domain experts. Many organizations have tried to document the processes and procedures in tools such as Microsoft Word, Visio, or some online tools such as Confluence and wiki sites. For calculations, managing data, and creating charts, they use Spreadsheets such as Excel and Google sheets.
These documents representing the knowledge of the organization require a tremendous effort to maintain and the tasks will never finish. As an organization matures and the environments they operate change, the documents require constant updates and revisions to the point that they are often always stale and outdated. Then, how should we capture knowledge in organizations effectively?

Capturing Knowledge is Mission Critical!

Organization knowledge comes in different shapes and forms:capturing knowledge in organizations

Let’s have a look at a couple of examples. For instance, the decision-making process of drug experiments in labs. Based on specific criteria, some results are more successful than others. It is hard to detail the process, criteria, and inputs in PowerPoints and Words.

Another example is underwriting in insurance. Based on a rule book that guides the underwriter on what to do and how to evaluate certain conditions.

Or, for example, the decisions of a domain expert in labs to configure medical imaging equipment that can provide Scans, MRI, X-rays, and so on. For instance, Image morality scan configuration is based on many parameters for CT machines.

And last but not least, when procedures should strictly follow regulations. For instance, the approval and decline of applicants for a personal or business loan are based on many parameters that should be auditable and explainable.

The Challenge 

Now imagine what happens if, for any reason, the core team or staff are not in the company anymore. Will the company be able to continue the operation without interruption? When new staffs are on board, can they ensure the same quality of operation at least as efficiently and effectively as the former team?

At FlexRule, we built a solution that solves this particular problem. We allow our customers to capture the organization's business knowledge in different areas and departments. This knowledge might be based on many kinds of models, e.g., process, business decisions, business rules, fact concepts, and so on…

Capturing the knowledge does not need any programming or technical skills; it is as simple as using Visio, Excel, and other tools that domain experts and business analysts generally use daily.

Not Just a Visual Representation

Once the knowledge is captured, it is very different from the traditional documentations in Visio, Word, and Excel. This is the live specification of the system, processes, and operation of the company. By adding some trivial details, very often they can be automated.

You can manage revisions, go back in time, and look at the changes. You know exactly why change is done and who has done it.

Capturing and managing the knowledge does not require application programming, coding, and dealing with complex technologies. More importantly, capturing the organization's knowledge is a big job, and no individual in the organization can do it on their own. Therefore, our platform enables collaboration between teams and domain experts.

Published June 24th, 2022 at 04:48 pm