International Journal of Organisational Behaviour, Volume 17(2), pp.

56-71 ISSN 1440-5377

Hume, Pope & Hume
KM 100: INTRODUCTORY KNOWLEDGE MANAGEMENT FOR
NOT-FOR-PROFIT ORGANISATIONS

Craig Hume
1

Nigel Pope
Margee Hume

ABSTRACT
This paper examines the role of knowledge management (KM) in not-for-profit
organisations (NFPs). NFPs are essential in developing sustainable communities
(Scarso 2008) providing many social, environmental, health and human services
required by a vast amount of communities stakeholders. With limited research related
to KM in an NFP setting, this paper advances knowledge and offers a unique view of
KM from the perspective of 32 NFP stakeholders. Using in-depth interviewing, this
paper explores the definition of knowledge in the organisation, the importance of
knowledge planning, capture and diffusion; and offers recommendations for the
development of sustainable knowledge management practice and development from the
internal not-for-profit stakeholder perspective.

Key words: Knowledge management, knowledge capture, knowledge distribution,
socialisation, Communities of Practice, internal marketing


INTRODUCTION
Customer relationship management and the use of market knowledge to design customised
services, policies and practices that maximise customer satisfaction and enhance performance
(Mackenzie 2001) are essential for success and performance of any firm. This process of
capturing (J ackson 2011), storing, using and diffusing knowledge is popularly known as
knowledge management (KM) and engages all internal and external customers of the firm and
the delivery chain (Benbya 2011). Research into the role and practice of KM in the enterprise
is increasingly popular, with researchers realising the importance of practices such as internal
marketing (IM) (Ballantyne 2003), leadership, customer engagement and performance
management as key enablers for sustainable KM and vital practice for a firms success.

Researchers have suggested that linking the customer and the employee in the delivery
channel is essential to developing a customer orientated environment (Ahmed, Rafiq & Saad
2003) and maximising market potential. Claims that knowledge management (KM) is
fundamental to the effective performance of organisations and that it is increasingly critical to
business performance are widespread in the KM literature (Hall 2003; Binney 2000; Senge
1990, 1994). KM practices and the bottom line financial performance of an organisation
have been found to be strongly correlated (Binney 2000; Senge 1990, 1994)positioning this
field as a valuable area of academic research.

With increased competition in many markets and the acknowledgment by firms that all efforts
to satisfy customers should be undertaken, interest in KM research and its relevance in

1
Craig Hume is affiliated with the Department of Marketing, Griffith Business School Griffith University,
Australia; Nigel Pope ([email protected]) is an Associate Professor, Griffith Business School, Griffith
University, Australia; and Margee Hume ([email protected]) is an Associate Professor (Marketing) in
the Faculty of Business & Law, University of Southern Queensland, Australia.
International Journal of Organisational Behaviour Volume 17 (2)


57
improving performance have grown significantly. In order to operate efficiently all channel
members must participate, knowledge must be captured and stored and strategies that promote
the use of stored knowledge must be used. Knowledge storage assists in minimising
duplication of work activity and aids in learning for future events/activity and product/service
improvements. Many KM researchers have suggested that without employee acceptance in
sharing tacit and explicit knowledge (Teng 2011; McCall 2008) and storing it for wider access
within the enterprise, KM will not thrive (Hsu 2008; Binney 2000; Senge 1990, 1994;
Ballantyne 2003).

This paper aims to examine KM and the role of KM in not-for-profit organisations.
Not-for-profit (NFPs) organisations are essential in developing sustainable communities and
providing the services required by a vast number of communities stakeholders. These
stakeholders may be organisations including government, other non-profit, for-profit and the
public. With limited research related to KM in an NFP setting, this paper advances
knowledge and offers a unique view of KM from the perspective of a sample of NFP
stakeholders. This paper will examine the role of the channel members in an NFP context,
their definition of knowledge, knowledge capture and diffusion and offer recommendations
for the development of sustainable KM communities (Venters 2007) from the internal
stakeholder perspective.

KNOWLEDGE MANAGEMENT PRACTICE
Interest in KM has been attributed to the identification of the learning organisation in the
seminal work of Senge (1990). From this learning foundation came the recognition of the
need to systematise and manage the information and knowledge generated through the
learning of the organization. Much of the extant KM literature (e.g. Binney 2000) tends,
however, to be focused on business models and unique organisational cultures, enterprise-
wide IT applications and process integration. The early literature tended to be overly
optimistic and strongly implied that KM was a given outcome following implementation of
enterprise ICT (information and communications technology), rather than a benefit achieved
from focused information and knowledge identification and classification, and targeted
process development (Binney 2000) and sustained organisational investment (Tseng 2011) in
activities supporting KM. It has become clearer that the term KM is now being applied to
the broad spectrum of activities involved in KM, although there is still no widespread
agreement on what actually constitutes KM (Haggie & Kingston 2003). Moreover, much of
the current literature assumes that KM is a well-accepted, widely-practiced business strategy
in the new millennium and is suggested as a key part to developing channels of usable
knowledge and linkages between customers and employees.

The purpose of this paper is to advance this discourse and explore the current KM literature in
the context of not-for-profits (NFPs) and to identify issues for consideration for employee and
customer interaction. Moving toward an employee customer knowledge framework will
provide input for the research agenda in the NFP and services context and in particular
research focused on the interrelationship of customers and employees. The paper proceeds
with an examination of a critical set of KM lessons experienced in the introductory phase of
knowledge capture and diffusion in a for-profit context; and proposes a set of issues worth
considering for the implementation of knowledge management strategies which will advance
the understanding of knowledge and KM in a non-profit service exchange. The paper
concludes with a conceptual framework of knowledge definition, capture and diffusion for the
customer and the employee.
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A number of KM case studies and best practices (including Accenture, Xerox, Boeing, 3M,
Buckman Labs, Dow Chemical, Chevron, DaimlerChrysler, General Electric) are widely
referenced/published and discussed (Hall, 2003 Riege 2005). They share a number of
common characteristics (Hall 2003) each of which is largely deficient or absent in NFP
organisations.

When applied to an NFP context, it is evident that the lack of mature process management;
low ICT enablement (Riege 2005); lack of professional staff who understand the benefits of
knowledge practices dominate the operational and managerial levels; lack of investment in
economies of scale; lack of performance management systems; and lack of proficiency and
maturity in implementing organisational change (Lin, 2011) all contribute to the low levels of
adoption, practice and understating of knowledge management in NFPs. This research
discusses these factors with internal NFP stakeholders and gauges the level of understanding
of knowledge of KM practice in this sector.

CURRENT RESEARCH FOCUS ON KM RESEARCH IN A NFP CONTEXT
Irrespective of the constraints to organisational practice in NFPs, the competitive forces
prevalent in many of Australias non-profit sectors (for commercial and government
funding/sponsorship and philanthropic donations) have forced all non-profit organisations to
adopt more commercial business models and practices (Hume Sullivan Mort, Liesch &
Winzar 2006). KM is suggested to help support decentralised operations (due to Australias
large land mass and state-based territorial boundaries) and is a commercial practice that is
being increasingly investigated, piloted and adopted by many government and commercial
enterprises.

Most early research in the KM area has been driven by management and information
technology researchers focusing predominately on learning styles, business models and
process and enterprise wide ICT integration for real time information (Binney 2000). Limited
research is evident on building KM practices and systems specifically in NFPs (Murray &
Carter 2005; Lettieri, Borga & Savolelli 2004; Martinsons & Hosely 1993) with a large
volume of recent KM research focussed more broadly on what is knowledge and learning
through KM resources (Tsai & Chang 2005; Murray & Carter 2005), managing human
resource conflict and change (Treleaven & Sykes 2005) while capturing knowledge (J ackson
2011), and knowledge technology and costs (Vestal 2005). These supporting papers emerge
from an information technology focus, with the research from a NFP marketing domain still
being very limited (Salapante & Aram 2003).

KNOWLEDGE AND THE NON-PROFIT ORGANISATION
NFP organisations operate locally and specifically to their mission, with limited resources and
financial constraints, strict protocols of decision-making governance, legislation and scarce
resources and lack of funding for information technology solutions. These firms also suffer
from a lack of focus on internal marketing programs to promote knowledge contribution,
capture and diffusion. Consequently, this results in the positioning of KM practices as a low
priority in the strategies for survival. There is often little understanding of the role of KM in
reducing duplication and enhancing efficiency in decision making.

Human resource practices in NFPs are also complex with a mix of volunteer, long-term and
tenured staff neither understanding nor embracing the practice of creating, storing and
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disseminating knowledge. The external stakeholder customer segments are also complex.
A mix of donors and recipients, governments, trustees and other stakeholders is evident.
NFPs often have rigid governance structures, mixed volunteer employee networks and
legislated standard operational practices (Martinsons & Horseley 1993; Letteri et.al 2004;
Murray & Carter 2005). Further, strong leadership and an organisation supportive of change
is required for successful KM programs and, by nature, these are often limited in NFPs (Nayir
2008). Changing government policy, differing political platforms and changing
organisational structures all further contribute to the difficulty faced in the NFP sector in
focussing investments and resources on KM practices.

Despite the popularly promoted KM success stories/best practices in the private sector and the
acknowledgement of the common organisational characteristics already mentioned, academic
research into the formula/methodology for modelling of those successful KM characteristics
into enterprises such as non-profit organisations are largely non-contextualised, impractical
and/or unfeasible (Murray & Carter 2005). KM advocates suggest that NFPs would benefit
from the practice of some form of knowledge management to support critical service delivery
needs, but the key design elements and operation elements are largely missing. Improved
knowledge management, including basic KM practices (such as documentation and review),
would assist NFP firms in improving tailored care of donors, managing databases, innovating
processes and increasing internal and external service quality (Martinsons & Horseley 1993;
Letteri et.al 2004; Murray & Carter 2005). This leads to the following questions of enquiry:

Q1a. Do NFP employees think KM assists in improving the understanding and
management of information and knowledge in a NFP setting?

Q1b. Do NFP organisations currently try to manage the capture, collection and
diffusion of knowledge effectively using a KM system?


WHAT IS KNOWLEDGE IN A NFP?
NFPs are knowledge-intensive enterprises (Martinsons & Horseley 1993; Letteri et.al 2004;
Murray & Carter 2005). However, the knowledge in NFPs is often fragmented,
heterogeneous, rarely formalised (Andreasen, Goodstein & Wilson 2005; Helmig, J egers &
Lapsley 2004) and transient due to the considerable turnover of volunteer staff, resource
constraints and the lack of operational maturity (Letteri et.al 2004; Gilmour & Stancliffe
2004; Helmig, J egers & Lapsley 2004).

The business practices of for-profit organisations such as differing employment guidelines
and procedures, differing legal and ethical constraints, different operational and managerial
structures, differing accounting and taxation practices, and the pursuit of profits and
accumulation for owners and investors, are contrary to the purpose of serving the public or the
mutual benefit of donor and recipient and the business practices of NFPs. The accounting,
legal and ethical obligations that follow the NFPs mission and status influence practice and
policy in these organisations (Helmig, J egers & Lapsley 2004).

In order to define knowledge in a NFP setting, we must understand the requirements for the
organisation to operate effectively and the information that feeds knowledge in a NFP
context. Customer or donor information, volunteer databases, key contacts lists and specific
legislative and legal information will be fundamental information and form part of knowledge
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60
development in a NFP context. Specific research focussed on identifying the terms of
reference of knowledge in a NFP is rudimentary as noted (Letteri et.al 2004) and needs to be
conducted, leading to question three. This, in turn, leads us to the following research
questions for enquiry.

Q2a: What is knowledge, and what information is essential to operations and
maintaining NFP status?

Q2b. Do NFPs define knowledge and knowledge capture required for their internal
and external customers?

KM METHODOLOGY AND IMPLEMENTATION TACTICS
In an attempt to develop an understanding of knowledge in the NFP sector, understanding
KM and knowledge is essential. With greater focus on KM in business research, many
varieties of KM models have appeared and been functionally defined. In fact, many different
KM designs exist to assist organisations in most appropriately developing a strategy tailored
to their needs. Binney (2000) broadly categorised these as Transactional, Analytical, Asset
Management, Process, Developmental and Innovation. Each category broadly reflects a core
source and focus of support (Thorp 1998). This level of definition and understanding is
complex to understand and implement in NFP environments and could be more simply re-
defined as Must Have to Operate and Nice to Have to Operate. After rigorous
examination and testing, the Must Have category can be significantly reduced and focused
for knowledge gathering efforts and enabling performance improvements and measurable
benefit which are important internal marketing milestones (Chong 2005). Achieving these
quick wins is seen as critical to generating stakeholder trust and commitment for the KM
momentum/renewal. More broadly, it is critical to focus on what could be delivered to meet
immediate operating needs, rather than speculating on delivering a complete solution that
supports all functional roles across the organisation. This incremental focus is also conceived
to be the best approach in a change resistant or first-adopter organisation. The anecdotal
evidence on KM failure supports this avoidance of big bang implementations. In the case of
NFPs, an incremental approach may be the most appropriate KM strategy to pursue, leading
to question four.

Q3 What approach is the best approach in a change challenging organisation and first
time adopters such as NFPs?

Cultural factors are important
Irrespective of the type of KM implemented and the pace of change, many cultural factors are
proposed that contribute to both KM successes and failures. Consistent with the literature,
cultural factors at multiple levels are proposed as the biggest barrier to obtaining engagement
and support for KM strategy and activities. Similar to Chua and Lam (2005), the cultural
issues could be categorised into three levels: personal, group and organisational. The
chemistry of all three categories is indeed complex and significant (Bienz 2005), primarily
the underlying personal issues of employees within the enterprise.

Applying cultural and personal factors to non-profit firms issues such as the underlying
donor agendas and philanthropic objectives of non-profit employees, the groups they
represent and the individual workers all combine to create this complexity. More recently,
employee salaries, position status and administrative costs of managing NFP funds have been
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plagued by media coverage and parliamentary scrutinycreating an added level of sensitivity
with organisational and group cultures in these organizations (Otis 1993; Nayir 2008). These
socio and organisational cultural factors create significant barriers to the capture and diffusion
of knowledge (Nonaka & Takeuchi 1995; Hall 2003; Oliver & Kandadi 2006). Managing the
different levels of culture, in particular volunteer workers and strong supporters of social
mission and social platform, is paramount to the success of delivering ongoing employee
satisfaction. Capturing knowledge and having an accessible repository of service history and
practice will assist in creating organisational durability to what, in effect, can be a largely
transient workforce (Bienz 2005). This leads to question five:

Q4. What cultural factors of NFPs, in particular philanthropic organizational
objectives, social mission and volunteer workers, influence the adoption and creation
of KM systems?

FOSTERING A KM-NFP FRAMEWORK
Seeing, touching, experimenting with and understanding the end-to-end process/lifecycle is a
critical element in the adoption process for first time adopters of many new management
approaches such as KM. Nonaka and Takeuchis (1995) matrix of knowledge management
processes provides the most practical illustration of the KM roadmap or implementation plan.
This pioneering model outlines a process of organisational knowledge creation, depicting it
as a process continuum in which knowledge is amplified through the four modes of
knowledge development activity: Socialisation, Internalisation, Externalisation and
Combination. It also illustrates how knowledge becomes crystallised within the organisation
at higher levels, moving from individuals through the group/s to organisational levels.

For organisations where knowledge, particularly tacit, technical knowledge, is often the basis
of job status and position, the expectation/request to document it and willingly divulge it to
potentially hundreds of anonymous other staff members, possibly on open access IT
network drives and Intranets, is met with significant passive and active resistance. As a
result, a more non-threatening and personalised approach, as espoused by Nonaka and
Takeuchi (1995), is recommended in which the identified knowledge creators are initially
socialised with designated personnel, or other known Subject Matter Experts (SMEs). This
process proves to offer some successful outcomes, but takes some time in which to build
critically needed trust between the parties/stakeholders associates, to share experiences and
interpretations within their home territory.

In the case of the NFP, these would be long-term supporters, long standing volunteer
participants and the salaried/paid staff. With persistence, the knowledge creators, SMEs, gain
the trust and confidence to continue to provide and feed the knowledge collection process in
an informal or loosely formalised socialised environment.

The internalisation phase in which personal obligation and commitment develops is seen as
critical to maintaining momentum and renewal of the KM program and building a quality KM
knowledgebase (Ballantyne 2000). Creating a knowledge exchange will strengthen links
between the internal and external environment of the firm. Most importantly, the focus on the
people in the socialisation phase and creating forums, events and activities in which to foster
engagement and dialogue is vital. There is a significant time and money investment required
to undertake this phase, as it often requires more than one attempt to open the channels of
communication. Applying this knowledge capture and development/maturity process (Lin
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62
2011) to non-profits would suggest that the socialisation approach would be the most
appropriate in the initial adoption phases. However easy the knowledge socialisation process
may seem, it is often fraught with logistical difficulties. Knowing who and where the Subject
Matter Experts (SMEs) exist in large dispersed government departments, corporate
enterprises or small decentralised volunteer charity networks and then getting them together
with a knowledge stimulating agenda/context is a commonly shared milestone of KM
implementation. This should not be underestimated as an initial task and can involve a
significant amount of investigation and friendly persuasion to attend.

Q5 What is the best KM pathway and style to capture and knowledge diffusion in a
NFP? Who are the knowledge experts and how can we capture and socialise their
knowledge?

LEVERAGE AVAILABLE ICT
KM represents a major change program in any enterprise. Introducing complex, new ICT
enabling KM portal solutions (such as Microsoft Sharepoint) is too complex in the first time
adopter paradigm. That being said, ICT still represents a key discipline in developing strong
customer employee links and business interfaces for NFP as previously suggested. People
and process must take priority over ICT and are fundamental to KM implementation. Any
ICT implementation should align with the level of KM people, process and cultural capability
and maturity firstly (Donate 2010; Nayir 2008). Organisational intranets/web portals are now
well recognised, accepted and increasingly used as organisational communication channels
(albeit one way usually) and provide a relatively sophisticated KM channel for early adopters
(Thorp 1998). Knowledge portals push style functionality for knowledge distribution can be
mimicked via Whats New or Hot Topics hyperlinks on the Intranet front pages. Similarly,
pull style functionality can be supported via a simple emailsuggestions link. In the NFP
industry, technology is often limited as scarce resources are used for other more obvious
functions. Technology is often seen as a luxury (Hume et al. 2006). It may then be found in
the NFP sector that there is limited technology with which to leverage KM applications but,
nonetheless, the use of basic ICT infrastructure such as personal computers, file servers,
email, digital cameras/recorders, web sites are becoming increasingly more prevalent in the
smallest NFPs.

Q6 What are the ICT infrastructures and investment currently available in
NFPs?

METHOD
This project adopts a qualitative approach using in-depth interview and text collection from a
sample of 32 employees from NFP organisations. This is consistent with similar studies
(Salipante & Aram 2003) that used managers and employees as knowledge agents. These
representatives were either staff or full-time permanent volunteers. The textual scripts relate
specifically to the six topic areas and research questions identified. All questions encouraged
participants to answer freely. The interviews resulted in thick and rich descriptions, and
narratives were captured. Initially a database of NFP organisations was used to contact
members. Participants were further recruited using a convenience sample using viral snowball
technique, where participants were invited and encouraged to participate.

A sample of 32 created a usable set of answer scripts enabling rigorous inductive analysis. As
the sampling method was non-random, generalizability inferences of findings to the overall
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population are restricted, making the findings indicative to the population tested. However,
these indicative findings contribute to the development of our understanding of KM in NFPs.
A set of transcripts were created verbatim from each of the respondents and were coded and
organized using sequential incident analysis. A content analysis (Budd, Thorp & Donohew
1967) was undertaken, resulting in the findings. This process is consistent with the method
outlined by Hubbert, Sehorn and Brown (1995). These findings identified the emergent
themes and behaviours of KM within a NFP context.

Further, inductive analysis was undertaken based on understanding of the extant literature and
narratives were drawn from the scripts. This technique is consistent with Arnould and Price
(1993). Theinterviews were conducted to gain a thorough understanding and appreciation of
the issues and perspectives faced by these NFP firms and KM. Sampling proceeded until
theoretical saturation and convergence was achieved. This resulted in the 32 in-depth
interviews.

Conceptualisation of knowledge management for NFP stakeholders
Table 1 aims to offer some general themes offered by the interviewees. The table includes
definitions of knowledge, knowledge channels, capture and IT choices. The table depicts the
different types of knowledge mediums and whether the knowledge is structured or
unstructured, formal or informal and offers some specific types of knowledge seen as
important.

As summarised in Table 1, the interviewees suggested that there was some understanding of
knowledge in the NFP environment and that it included both structured knowledge in
prepared reports and unstructured informal knowledge collected ad hoc and stored in paper
folders and/or laptop hard drives. This ad hoc knowledge capture included service
catalogues, business cards and contacts, however, there was no formalised storage system
evident. It was evident that the employees interviewed appreciated what constituted
knowledge but suggested that little was stored in a universally-known orderly and organised
manner for retrieval by others in the organisation.

One interviewee #9 suggested: Filing and reporting is in its early stages! All our
energy goes into fundraising and delivery. No time for filing.

In the more established NFPs, operational manuals, templates, annual reports and
performance statements were filed and catalogued with this unintentional and unplanned
approach in the less mature and smaller NFPs.

An interviewee #4 from a smaller NFP suggested: We have a logo, some stationary
and that is about it for formal documents. We do recognise we need it but at this stage
are low on resources and this is not a priority'. Further interviewees suggested that
historical trends and forecasts and competitor information would be of value but
limited resources preclude its storage in an orderly manner. We just do the best we
can, with what we can.

External materials and knowledge was not seen as essential by interviewees, but was a
luxury or rarely required. Interviewees suggested in most part that they would contact an
internal expert or another department for regulatory information and any government
requirements. Customer and donor knowledge databases, needs and profiles were ad hoc,
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with one interviewee suggesting databases are evolving and another suggesting Our
records are OK but we need to work on accuracy and keeping things up to date.

There was little reuse of material with marketing/sales presentations acknowledged by most
interviewees as important, yet they were not stored and were recreated each time they were
required. In the smaller NFPs, these materials were suggested to be inconsistent and of poor
quality. No NFP interviewees suggested they were conducting substantial research and/or
development; however, this was recognised as something that should be important and that
capturing knowledge would assist.

It is evident that there is some understanding of knowledge and appreciation of what
information is important to create knowledge. The issue of limited resources, poor or no
storage and no systems/processes of storage were clearly articulated. There was evidence that
organisational maturity, length of operation and size contributed to a more realistic and
structured approach to knowledge. Of the 32 interviews conducted, only one NFP suggested
that there was a structured KM system in place, with a few others suggesting a semi-
structured approach was evident. The majority suggested that knowledge and information was
managed informally and no KM system was practised.

Interviewees were asked to discuss in the current system how they captured and discussed
knowledge and, if they did not currently practise any method, what they thought may work.
Socialisation and Communities of Practice were only mentioned by the more established
NFPs with the larger NFP representatives suggesting the creating of a knowledge culture or
workgroup that managed information and knowledge worked well.

One interviewee #19 suggested: I dont know what it is formally called but we call it
a management group and we come together and try and refine/improve processes and
formalise management a little more.

The ICT networks and infrastructures that are most commonly used for capture and storage
are internet and email. Some more established groups are using email groups and discussion
forums/blogs and believe these to be increasingly successful. Most do not have the time
and/or resources or expertise to fully exploit them. Less than half of the interviewees suggest
that their workplace has an intranet and managed file servers/repositories, with most operating
simple personal hard drive storage and email. Those firms with web sites and managed
servers/networks find file sharing and socialisation work well for trying to capture knowledge
and store information. Overall there is a common thread that suggested a socialisation
process for KM sharing and development is individual and peer based before more public
access using ICT.

Table 1 also highlights employees anticipated outcomes, with each of the interviewees
suggesting the firm can benefit from customer and employee retention, improved satisfaction
levels, improved implementation of strategies and increased contributions and support; and
that these would be enabled by better management of knowledge. Strong consensus was
found for the outcomes of increased loyalty, contribution and satisfaction for donors,
improved recruitment and fundraising, improved service delivery including training and
development and better benchmarked practices to improve overall performance. It is clear the
NFP workers are engaged and familiar with their markets and organisations, however, there is
significant deficiency in formalised knowledge sharing, capture and diffusion. There is a
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noticeable opportunity to enhance performance through the use of knowledge sharing and
exchange and the adoption of a more recognised, formalised and structured KM approach and
objectives. It is apparent that some simple and focused capture processes and promotion of
available knowledge would benefit all NFPs, especially the smaller, less-established firms. It
is evident from the interviewees that the concept and understanding of the importance of KM
is present with interviewees, suggesting the foundation for KM in the current environment is
to have a firms culture and leader that regularly advocates the need and benefit for
knowledge sharing, a strategy for knowledge and some basic ICT infrastructure that can
support the program.

TABLE 1: INTERVIEWEE RESPONSES
Topic Interviewee comments N=32
Type of
knowledge
Structured and unstructured knowledge; some we need
for reporting
Service catalogues contacts, subject matter experts,
industry contacts and sector leaders.
Operational methodology, templates/compliance,
process and best practices; case studies, client
deliverables
Historical operational performance, trends & forecasts
External regulatory, competitors, industry
Training - manuals
Marketing presentations, fact sheets, links to related
information.
Research & Development new tools, techniques
Customer knowledge databases, needs and profiles
Donor knowledge databases, needs and profiles
Operational case studies, client deliverables
Historical operational performance (annual reports,
financial statements, white papers/strategy statements)

Knowledge
capture
Socialisation, communities of practice;
mentoring/relationship managers;
Internet
Email
Socialisation communities of practice;
Internalisation learning at work
Externalisation documentation
Email Groups/Chat Forums
File Servers/Repositories
Client Deliverables and services

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Knowledge
diffusion
Socialisation communities of practice;
mentoring/relationship managers;
Internet and Email
Internalisation learning at work , training modules and
education
Externalisation documentation for external stakeholders
Email Groups/Chat Forums with customers, donors and
staff
File Servers/Repositories generated reports and materials
Client Deliverables and customer management

Improved
outcomes with
KM
implementation
Increased loyalty for donors
Increased donor satisfaction
Increased donor contribution
Recruitment of donors
Positive emotional outcomes and satisfaction for
recipients
Increased confidence (in service received)
Increased commitment and trust
Increased process/service consistency
Increased service effectiveness
Increased service innovation/best practice development
Cost effective training
Improved morale and culture resultant form sharing
knowledge



Model for the development of knowledge rich NFP communities
The model offered for further testing is based on the understanding developed from this
exploratory research. The model combines theory from the extant literature that embraces
for-profit KM perspectives such as leadership, culture and performance management and
incorporates the comments the interviewees. Interestingly, the interviewees reinforced many
of the theories associated with the for profit KM research such as the need for a knowledge
culture and leadership, using information technology to assist with storage and usage and the
importance of developing a KM strategy. The model posits that KM requires a combination of
organisational drivers and enablers to create a KM system and enhance performance.
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Figure 1: Conceptualisation of knowledge management strategy for NFP stakeholders



Organisational drivers
The model proposes three essential drivers for KM success in NFPs. These include
information and communications technology (Lee 2011), leadership and HR practices and a
formalised KM strategy. The use of ICT is essential for the capture, categorisation
distribution, collaboration and transfer of knowledge. It is recognised that many NFPs have
limited resources and funding and the size of the firm will greatly influence ICT capability
(Hume & Hume 2009). Ideally, IT systems should offer a collaborative platform and
application that allows for shared access and activity. There are increasingly scalable
shareware/open source applications available and this model would suggest this type of
enterprise style, high functionality, low/no cost ICT solution would be feasible and effective
for NFPs, together with existing personal computing tools.

Leadership and human resource practices, including performance management, are essential
organisational drivers in creating a culture of knowledge sharing and collaboration. It is
known that firms with strong leadership that embraces knowledge sharing will have greater
success with KM programs (Hume & Hume 2009). The model acknowledges the importance
of this. In conjunction with leadership, rewarding and encouraging staff to engage and
embrace a knowledge culture is vital. Enhancing performance through reward positions the
knowledge contribution as important and of value to the firm. Finally, it is clearly evident
that KM will not develop if there is not a deliberately-planned approach to the capture,
Storage & Access
Alert/Notify
Distribution
Collaboration
Mobility
Content
& Capture
Definition
Priorities
Categorisation/
Filtering
Presentation
People &
Performance
Roles &
responsibilities
KM processes
Performance
measurement
Leadership
& HR
practices
ICT
Knowledge
planning
strategy
INTERNAL
MARKETING of KM-
promoting knowledge in
int &ext channels
creating satisfaction and
morale internally to drive
and sustain KM practices
(enterprise level)
SOCIALISATION,
KNOWLEDGE
TRANSFER AND
EXCHANGE
KM Communities of
Practice (CoP)
(Volunteer/employee
level) Sharing, applying
and evolving knowledge
IMPROVED
FIRM
PERFORMANCE
Service quality
Donor satisfaction
Employee
satisfaction
Organisational drivers
and practices
KM enablers for
success
Desired
Outcome
Hume, Pope & Hume KM 100: Introductory Knowledge Management
for Not-For-Profit Organisations

68
storage and diffusion of knowledge. The model emphasises the importance of a plan that is
incorporated into the overall structure and processes of the firm.

Knowledge enablers in NFP
The model offers two key enablers: socialisation, knowledge transfers and exchange; and
internal marketing. It is evident from the exploratory interviews that communication and
promotion of KM is essential. The model recommends focusing on a socialisation (Hume &
Hume 2009) strategy for creating a platform for knowledge sharing, use (internalisation), on-
going refinement development (internalisation and documentation) and on-going exchange
(socialisation). It is vital that knowledge exchange and transfer is endorsed and rewarded and
that internal promotional strategies are adopted that position a knowledge culture as critical to
the firm. The internal marketing strategies need to focus both on the individual by creating
employee satisfaction and motivation and at the enterprise level through enhanced firm
success resultant from the efficiencies created through better knowledge management

KM: FUTURE RESEARCH DIRECTIONS
While a number of generic methodologies and helpful tactical tips are available both in the
academic and industry-based media (Davenport & Prusak 2000) it can be argued that these
have been limited to specific applications, and there is a need for an overall conceptual
framework that can be empirically applied and tested in a NFP setting. This paper offers the
beginnings of developing an overall conceptual framework based on the attitudes and
opinions of NFP workers. It was evidenced from the interviewees that KM practice in NFP is
largely limited, or very ad hoc and fragmented at best. Moreover, significant resistance to
change and new ways is evident as a result of both limited resources and limited awareness of
the benefits of KM. There was strong consensus on the existence of critical tacit knowledge,
which appeared to be reluctantly and nominally dispersed to the firm and other functional
level employees. Interestingly, in each firm, knowledge was focussed on only a small number
of employees.

Consistently, many employees suggested collectively in the NFP a reluctance to participate
(small NFPs) in a KM program, with volunteers most often disinterested in knowledge
sharing and unaware of knowledge due to the transient nature of their engagement. There is
no doubt that operational efficiencies, marketing performance and customer engagement will
improve with better knowledge management practices and that further research to confirm the
role of the conceptual model is warranted. Ideally, further research in this area will assist in
the development of sustainable knowledge communities in NFPs and contribute to improved
outcomes for the firms.

CONCLUSIONS AND FUTURE RESEARCH
This paper provides a beginners guide or conceptual framework to the role and
implementation of a KM strategy in non-profit organisations. This paper has identified what is
knowledge and the level of KM currently in practice. This paper raises several research
issues for consideration such as internal KM promotion, the need for internal marketing of
KM, programs to promote an understanding of knowledge and KM and incentives and
performance management programs linked to knowledge and sharing. These areas require
focus in the future to advance KM research and the role of KM in the value chain of the NFP
organisation.

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