Digital White Papers

60 WWW.ILTANET.ORG | ILTA WHITE PAPER KNOWLEDGE MANAGEMENT » Advanced: The program has a suite of knowledge systems and tools integrated into the organization's regular working practices with a culture of continuous feedback and improvement. » Intermediate: The program uses some KM systems and tools such as an intranet and has some dialogue with the business around those tools. » Basic: The program might be in the process of analyzing KM systems and tools in which to invest. To harness the benefits of KM systems and tools: » Inventory what tools, if any, already exist. Speak with the business to ensure the tools are properly used and determine what gaps need to be filled. » Consider whether new tools are needed or if existing tools can fulfill the business' needs. Tools can be sourced internally by fine-tuning or documenting processes that already exist. If they are sourced externally, then in addition to hiring an external expert, you could consider asking peer law firms or other external advisors for best practices and advice. » Implement the systems and tools and monitor usage. Note that communications and change management are a big part of the implementation process and should not be underestimated or overlooked. » Basic: The program will likely have a directory of contacts available that is used by only a few teams. If you choose to prioritize a know-who and expertise system be sure to consider the following: » Choose the level of information and technology that your organization needs: a single intranet page with individuals' names, titles and locations might be sufficient for a small organization, while a larger organization might need a multi- page, searchable virtual directory with information that includes multiple layers of expertise, fun personal facts and real-time work updates. » Capture the expertise information in the most efficient manner possible. This could take the form of self-declaration in an internal survey or automation via a tool that monitors systems activity such as know-how contributions and DMS usage. » Update the information regularly. Depending on the system, this could occur manually at scheduled intervals or automatically through soware used to track people's arrivals, departures and moves. Workstream 8: KM Systems and Tools Knowledge systems and tools include contract automation, document management systems, the intranet and contract management. Avoid the Long and Winding Road: Develop a KM Roadmap EMILY COLANTINO Emily Colantino is the Director of KM for Baker McKenzie's Global Energy, Mining and Infrastructure Industry Group ("EMI"). She develops legal content and trainings and helps manage EMI and KM's industry group focus, all on a global basis, with the goal of increasing lawyer quality, efficiency, innovation and competitiveness. During her tenure at Baker, Emily has established processes for EMI's document collections and library, training program and legal updates. Additionally, Emily leads the Chicago Knowledge Community, which brings together over thirty operations and knowledge management professionals in the city, and she has spoken about law, KM and operations at various events. Prior to her career at Baker McKenzie, Emily practiced law at Jones Day where she advised US and multinational companies on a wide variety of transactions. Emily is a Phi Beta Kappa, Magna Cum Laude graduate of Northwestern University and obtained her J.D. with honors from The University of Texas School of Law where she was a member of Law Review.

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