Knowledge Biases Tok
Knowledge Biases Tok
Keywords: Knowledge transfer, knowledge communication, expert, decision making, knowledge media, knowledge
dialogues
located) or media-based (virtual) interactions. This type of knowledge communication can take place
synchronously or asynchronously 1 . The first mode of communication refers to (often face to face) real-time
interactions, while the latter designates delayed (usually media-based) interactions. We use the term
knowledge dialogues for the first type of (synchronous) knowledge communication, stressing the interactive
and collaborative style of knowledge exchange in this communication mode (see Isaacs, 1997, Nonaka et
al., 2000). Depending on the knowledge-focused goal of such dialogues, we distinguish among Crealogues
(that focus on in the creation of new insights), Sharealogues (facilitating knowledge transfer), Assessalogues
(focusing on the evaluation of new insights) and Doalogues (e.g., turning understanding into committed
action, i.e., ‘talk the walk’). Each type of knowledge dialogue requires different behaviour and interaction
patterns and support measures (e.g., whereas Assessalogues require critical, convergent evaluation tools,
Crealogues require an open atmosphere for divergent thinking and rapid idea generation without judgment).
With regard to asynchronous knowledge communication, we refer to the concept of knowledge media (see
Eppler et al., 1999) that enable knowledge transfer through technology-based communication, collaboration,
e-learning, aggregation, retrieval and archiving services. Knowledge media can be differentiated in terms of
their target community, e.g., scientific knowledge media, public knowledge media, professional knowledge
media, etc. The concept of knowledge media in general stresses the importance of a community that
collaborates regularly using a common platform that consists not only of IT-functionalities, but also of
common communication norms and (usage) rules. In this understanding, knowledge communication is more
than communicating information (e.g., facts, figures, events, situations, developments, etc.) or emotions
(e.g., fears, hopes, reservations, commitment) because it requires conveying context, background, and basic
assumptions. It requires the communication of personal insights and experiences. Communicating insights
requires the elicitation of one’s rationale and reasoning (i.e., one’s argumentation structure), of one’s
perspective, ratings and priorities, and of one’s hunches and intuition. At times it may even be necessary to
present an overview of the expert’s relevant skills along with his/her previous professional experiences and
credentials (Lunce et al., 1993) in order to build trust and enable an adequate atmosphere for effective
knowledge transfer. Thus, in addition to pure information (and at times emotion), a myriad of other indicators
need to be provided in order to transfer knowledge. These indicators help the person who requires insights
from another to understand the other’s perspective, to re-construct the other’s insights correctly, and to
connect them to one’s own prior knowledge. Still, knowledge communication does not only differ in terms of
2
what is communicated (knowledge in context rather than isolated data or information ), but also how one
communicates. The transfer of information can often be successful without additional effort beyond an
ordinary, every day communication style. Communicating expertise-based, complex insights, by contrast,
calls for didactic tricks and at times sophisticated indirect speech acts and visualisation means that help the
other side to become actively involved in the communication and engage in a collaborative, goal-directed
sense making process – a prerequisite for the construction of new knowledge (see Weick, 1995). The
process of knowledge communication hence requires more reciprocal interaction between decision makers
and experts because both sides only have a fragmented understanding of an issue and consequently can
only gain a complete comprehension by iteratively aligning their mental models. All of this means that when
we communicate knowledge, we are still communicating information and emotions, but we also create a
specific type of context so that this information can be used to re-construct insights, create new perspectives,
or acquire new skills.
This (interpersonal) communication perspective on knowledge transfer has already been emphasised by
other researchers – who explicitly label this view as ‘knowledge communication’ – (Scarbrough, 1995, p.
997; Antonelli, 2000; Harada, 2003; Reiserer et al., 2002) and by several practitioners (e.g., Watson, 2004).
Nevertheless, these authors have often treated knowledge communication as a kind of black box that is
described only in broad terms and general traits, such as the major communication goals or steps. By
examining the communication problems, which often impede knowledge transfer in detail, we can look into
this black box and propose pragmatic ways of improving knowledge communication, especially among
experts and managers where the chasm between in-depth knowledge and decision authority is particularly
apparent.
1
Both modes can be used in one-to-one or one-to-many contexts. Both modes can rely on speech, text, graphics, and other
means of communication (i.e., verbal and non-verbal).
2
Our distinction between data, information, and knowledge follows the main stream conception found in current literature (see
for example Davenport and Prusak, 1998). We view data as isolated recordings that are often generated automatically and cannot be
directly used to answer questions. Information is connected, condensed or generally processed data that allows an individual to answer
questions. Knowledge is what enables an individual to ask relevant questions (Newman and Newman, 1985, p. 499). It refers to the
capability of an individual to solve problems (Probst et al., 1999). Information only becomes knowledge, if a person interprets that
information correctly, connects that piece of information with his or her prior knowledge, and can apply it to problems or decisions (see
also Alavi and Leidner, 2001)
3
The concept does not have to originate in the context of interpersonal communication research, but its application to it must
be obvious and fruitful, as in the example of the ASK problem. The ASK problem was first discussed in the information retrieval
community, but it has ramifications for interpersonal knowledge communication as well.
4. Empirical evidence
On the basis of this review of already documented key communication problems, we have gathered further
empirical evidence. We have conducted six focus groups and ten personal interviews with engineers that
frequently collaborate with managers in their companies, as well as interviews with 20 IT managers who
regularly interact with experts for their decision making, we distinguish among five types of knowledge
communication problems. These problem categories are briefly summarised below. Each focus group lasted
for approximately one hour and consisted of eight to twenty participants. The focus groups were conducted
in 2002 and 2003 in Switzerland and Germany with engineers and IT specialists from eight companies (each
employing more than 1000 people). Focus group facilitation and documentation was provided by the
research team. The topic of the focus group discussion was “communication problems among
engineers/specialists and managers”. Each interview lasted between 30 minutes to two hours. Interviewees
were mostly senior IT managers or chief information officers of medium-sized and large Swiss companies, as
well as select line managers with considerable experience. The main topic of the interviews was “problems in
the knowledge communication with specialists.” The following table lists the focus group details. The focus
groups were all conducted prior to (in-house and public) seminars on professional communication.
Participants were asked one main questions by the facilitator: what do they, in their experience, see as the
major problems in the communication between managers and experts (and can they give specific examples
or anecdotes of each problem). Based on this question, the facilitator lead an approximately half hour long
discussion among the experts and collected the various problems that were mentioned.
Table 4: Focus group details
Group Number Duration Number of Participants Date
Focus Group 1 40 minutes 17 (mostly telecom engineers) 6.12.02
Focus Group 2 40 minutes 19 (mostly IT specialists) 23.1.03
Focus Group 3 30 minutes 20 (mostly engineers) 24.3.03
Focus Group 4 40 minutes 18 (mostly IT experts) 25.4.03
Focus Group 5 40 minutes 13 (mostly automotive engineers) 24.5.03
Focus Group 7 30 minutes 8 (marketing analysts) 5.6.03
Focus Group 6 40 minutes 16 (mostly telecom and IT experts) 1.9.03
5. Classification of problems
Based on this empirical evidence and the review presented in section 3, we distinguish among five types of
knowledge communication problems. These problem categories are briefly summarised below.
The first type of knowledge communication problems is expert-caused difficulties. These mistakes make it
cumbersome for the decision maker to grasp the insights of a specialist. This type of problem also includes
issues that make it difficult for the manager to explain his or her own constraints and priorities. Examples of
this kind of problem are the use of overly technical jargon, not relating the insights to the manager’s situation,
starting with details before an overview is given or lacking interest of the expert in related (but relevant)
issues. From the list provided in the above tables, knowledge-sharing hostility and the paradox of expertise
clearly belong to this category. This group of problems can be illustrated with the following quotes from an
international automobile manager and a financial information marketing executive:
“What frustrates me most in the collaboration with our experts is their disregard of context, of the big
picture or of how others will use their results.”
“These people [experts] start with Adam and Eve in paradise and work their lengthy way up to the
current business situation. That is tiresome, especially when you’re used to a headline type of news.“
The second type of knowledge communication challenges is manager-caused problems that leave it unclear
to the expert what the manager actually expects from him/her (briefing). This makes it difficult for the expert
to convey what he or she knows. Management mistakes make it harder for the manager to fully profit from
the offered expertise. A manager’s reluctance to discuss detailed problems may have major effects on an
issue, such as lack of concentration and attention or lack of technical know-how. From the previous problem
list on decision problems, the ASK problem, the Cassandra syndrome or the inert knowledge problem are
typical examples of this group. The following quote from a production engineer gives an example of this type
of manager-caused problem.
“I think it’s actually worse if a manager has a technical, but outdated, background. Not only do I have
to inform him, but also re-educate him on the changes that have taken place since he left his
engineering job.”
The third type of knowledge communication problems is caused by the mutual behaviour of experts and
managers, including their experiences or attitudes (e.g., reciprocal stereotypes and role misunderstandings).
Examples from the list of concepts that belong to this group are lacking feedback on both sides, the set-up to
fail syndrome, groupthink, and ingroup outgroup behaviour on both sides.
Fourth, we see problems caused by the interaction situation of the expert-manager interaction, such as time
constraints, communication infrastructure, distractions, interventions from others, etc. The problem of
information overload above can arise due to the time constraints in a communication situation. But the
hidden profile problem can also be due to the communicative situation, where the background of the
participants is not fully revealed or discussed at the beginning of a manager-expert interaction. The following
quote from an energy specialist illustrates this at times problematic interaction situation:
“As an analyst and energy expert it’s tough for me to inform managers or investors about a promising
technology when they have just heard five such optimistic stories in the preceding expert
presentations.”
The fifth and final type of knowledge communication problems includes issues that are caused indirectly by
the overall organisational context of managers and experts, such as their organisational constraints and their
differing tasks, priorities and interests. The ‘micropolitics of knowledge’ concept listed above would be an
example of the (negative) impact of the organisational context on the transfer of knowledge. The following
two quotes, both from IT specialists working in the financial services sector, illustrate this important problem
area.
“Managers and we just seem to have different priorities and sensibilities. We look for quality and
reliability, whereas they focus on time and money.”
“As specialists, we find it frustrating that we’re not informed when priorities or responsibilities change.
Whether that’s due to internal politics or external market changes, we need to be in-formed if the
overall context of our assignment or even the people commissioning our work change.”
From this problem classification, we can derive requirements for high-quality knowledge communication:
High quality interactions between experts and decision makers can be possible if experts adapt their
communication style and content to the needs of decision makers, if managers fully brief experts on their
needs and give them explicit and regular feedback, if experts and decision makers develop relationships of
mutual trust and respect, if their interactions are supported by adequate infrastructures and tools, and if their
organisational environment allows them to be transparent and direct in their reciprocal communication.
Having examined and classified existing knowledge communication problems, we can now look at their
implications for knowledge management research and practice.
References
Alavi, M., Leidner, D. (2001). Knowledge Management and Knowledge Management Systems: Conceptual Foundations
and Research Issues. MIS Quarterly. 25(1), 107-136.
Antonelli, C. (2000). Collective Knowledge Communication and Innovation: The Evidence of Technological Districts.
Regional Studies. 34(6), 535-547.