Peer to Peer Magazine

7 WWW.ILTANET.ORG BEST PRACTICES Knowledge Management Made Easier with Office 365's OneNote an individual risk or a step-by-step response plan developed to address a distinct event. Meeting Notes This is the second section of our typical OneNote trio. We create a new page for each meeting labeled by date. Some longer-term projects include a decision summary that aggregates decisions culled from each meeting for easy reference. The summary lists the date of the meeting on which each decision was made so we can reference meeting notes or emails about the decision in order to recall pertinent data and additional contextual information to minimize redundant discussions. We have found it unnecessary to send out meeting notes in a distribution email since the meeting notes, decision summary, revised risk register and everything else are readily available in the shared OneNote notebook. This has allowed us to reclaim the time it took to distribute and review the notes by email. Knowledge Management The third section of our typical notebook, knowledge management, contains a glossary page to ensure a common understanding of terms, abbreviations and jargon used as well as a page for lessons learned during the project. The lessons page allows team members to capture nuggets of information gathered along the way in whatever format the information exists in — as a link, PDF, list, note or document. It is an easily accessible warehouse of useful-for-the-next-time truisms collected along the way. At project conclusion, we inventory these lessons that have been described from a useful raw experience perspective instead of only the more nuanced perspective provided by hindsight. Other Sections The meetings, risk register and knowledge management sections regularly appear in our project notebooks, but additional sections vary from project to project. They can include lists of users, seings used in an install, reference materials to address an issue, vendor contact information, meeting agendas and hyperlinks to outside sources. These items oen come up in decision-making and are therefore important parts of our knowledge management library. Corrections, edits and updates are made and available to all, eliminating the need to redistribute project documents. Additional Benefits of Single Source Utilizing the OneNote notebook as a shared resource means that it is the single source for all project information. OneNote makes collaboration easy as you can see when other team members contribute to the notebook or use the to-do checkbox feature. Corrections, edits and updates are made and available to all, eliminating the need to redistribute project documents to team members or to keep track of the latest version. This single source also acts as an established vault so information storage is consistent. The native OneNote experience (where the application is located on your computer) has more text formaing options and is overall a beer experience than composing in the cloud-based version. What you lose in ease is more than made up for in the cloud-based version, though, in having access to entire notebooks from any device at any point or place in time. The OneNote application has quickly become our go-to knowledge management repository because it is simple to access, convenient to share and easy to expand to accommodate diverse and evolving knowledge management needs. P2P Typical Sections of Our Knowledge Management Notebook Meeting Notes By Date and Type (Status, Vendor, Special Topic) Decision Summary Topic/Task, Decision, Date (or Source) of Decision Risk Register Define the Risk, What Can Be Done to Avoid, Mitigate or Respond to the Risk Knowledge Management Project Scope Document, Glossary of Terms/Abbreviations, Lessons Learned Team Member List Vendor Contact Information Settings Selected

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