Idea catalogue for knowledge sharing Introduction Hosting structure Public Space Physical Space Templates
Introduction For the past five weeks we have been diving into the world of knowledge sharing. We have been looking into theories, done research and prototyped. All this in order to be able to create ideas for structures and design that supports knowledge sharing in the HUB Bogotá. In this book we will touch upon the subject of knowledge and our key insights regarding knowledge sharing, but foremost, this book is a collection of ideas that can be implemented in the HUB. The ideas are divided into three categories.
Hosting structure - These are ideas for structures, events, activities that is all related to the life in the HUB for the people working there. Physical space - These are ideas for specific design of the space. Public Space - These ideas are related to engaging and integrating the public in the HUB, and create frames for knowledge sharing to take place in this forum as well. The ideas are designed to create different types of support for knowledge sharing. Some ideas are related to the creation of a culture that supports knowledge sharing, some are designed to bring people together, and some are specifically designed to make people share knowledge. This book is for the host, and everyone else to get a deeper understanding of knowledge sharing, and the importance of developing supporting culture and structures around this matter. What is knowledge? In order to start talking about knowledge sharing, I think our first step is to figure out what knowledge actually is. We quickly discovered, not surprisingly, that we are not the first to ask that question. However, even though people have asked themselves this question for ages, and the field of knowledge has been studied intensively (epistemology), a common definition still remains. In order to understand the subject further, we have tried to put some defini-
tions on it and split it up into smaller parts. The first distinction we would like to make is between ‘information’ and ‘knowledge’.
Information basically refers to any content that can be communicated. Knowledge refers to content in a context - this also includes facts, information, descriptions, or skills, acquired through experience or education. This puts knowledge in a place where it is linked to a person, or an entity such as an organization or community (this we will look further into), or a specific situation. It is linked to how it can be used, and to how it has been acquired. In order to deepen our understanding of knowledge, we want to split it up even further. Different frameworks exists around this. Some examples are distinctions between knowledge embedded outside and inside human beings. Another deals with the level of consciousness around the knowledge. The most widely used framework, that we will work from, divides knowledge into tacit knowledge and explicit knowledge.
Tacit knowledge refers to internalized knowledge that the individual may not be fully aware of possessing, or is using unconsciously. Tacit knowledge often surfaces only when it is needed. How this knowledge is produced is an incredibly complex matter, which is based on the individuals history of experiences, recognition of patterns and much more. When an individual is exposed to any information, that will be put through a process of internalization, which means that it will be put into context with all the other knowledge that the individual stores, and individual meaning will be created from the general information. Explicit knowledge is the knowledge that the individual is conscious about having and using, and that the individual can transform into transferable information. (Whether this information then holds all sides of the knowledge is to be questioned.) When looking at organisational knowledge, it is supposed that about 80 %
of the knowledge in an organization is tacit knowledge that the employees holds, which is why many knowledge management systems deals with the question of how to release tacit knowledge into the organization, and some are even very focused on the possibility to transfer tacit knowledge into explicit and transferable knowledge. But is this possible? Lets look a little bit into knowledge sharing management. Knowledge sharing and knowledge management? Knowledge sharing is a term that, along with knowledge management, has been spread widely and rapidly over the last few decades. The development of bigger and better IT-systems has played a big part in this, as this was seen as a way of easily transferring knowledge to other parts of an organization. However, this has proves to be more difficult than first assumed. The attempts to create ‘knowledge databases’ has in many cases proven not to increase level of knowledge, efficiency etc. in organizations. Because of this, the theories around knowledge management has developed into much more complex matters, than just making information available or making tacit knowledge into explicit knowledge. Now the theories contains all aspects of both people, processes and technology, or put in another way, culture, structure and technology. In praxis, this means that the ideas around knowledge management has been a much more integrated part of organisational leadership and management in all aspects of the organisational structure. This is reflected in the different strategies that is applied around knowledge sharing. Two of the main strategies that has been applied has been the Pull and the Push strategies. The push strategy is about creating platforms and databases where the knowledge can be stored, and where individuals strive to make their knowledge explicit and available to others. The pull strategy is about having key persons, or other resources, available and then individuals seek the knowledge from these on an ad-hoc basis. In this case, experts can provide their knowledge to individuals when it is needed. Dave Snowden, founder of Cognitive Edge, and one of the world’s leading
researchers and practitioners within the field of knowledge management, argues that explicit knowledge, as such, doesn’t exist, in the sense that knowledge can’t be transferred from one person to another by encoding it into information. He puts emphasis on the personalization of knowledge, and the relation to specific contexts that knowledge has. According to him, knowledge management as a profession is dead, however, on an organisational level, we see the role of knowledge management as this:
The ability to bring the right people together at the right time, and provide them with the right information that, when combined with their collective experience and expertise, greatly improves their chances of solving particular problems. This is related to the management of knowledge. What then about the sharing of knowledge? This is related very much to deeper structures and the culture of an organization. Dave Snowden also argues that the best way to share knowledge, with the least loss of actual knowledge, is through narratives and storytelling. Allowing stories to emerge in an organization, will keep a lot of the contextual and personal value of the knowledge, and will allow much more of the knowledge to travel in the organization.
Knowledge can only be volunteered it cannot be conscripted You can’t make someone share their knowledge, because you can never measure if they have. You can measure information transfer or process compliance, but you can’t determine if a senior partner has truly passed on all their experience or knowledge of a case. We only know what we know when we need to know it Human knowledge is deeply contextual and requires stimulus for recall. Unlike computers we do not have a list-all function. Small verbal or nonverbal clues can provide those ah-ha moments when a memory or series of memories are suddenly recalled, in context to enable us to act. When we sleep on things we are engaged in a complex organic form of knowledge recall and creation; in contrast a computer would need to be rebooted. In the context of real need few people will withhold their knowledge A genuine request for help is not often refused unless there is literally no time or a previous history of distrust. On the other hand ask people to codify all that they know in advance of a contextual enquiry and it will be refused (in practice its impossible anyway). Linking and connecting people is more important than storing their artifacts. Everything is fragmented We evolved to handle unstructured fragmented fine granularity information objects, not highly structured documents. People will spend hours on the internet, or in casual conversation without any incentive or pressure. However creating and using structured documents requires considerably more effort and time. Our brains evolved to handle fragmented patterns not information. Tolerated failure imprints learning better than success When my young son burnt his finger on a match he learnt more about the dangers of fire than any amount of parental instruction cold provide. All human cultures have developed forms that allow stories of failure to spread without attribution of blame. Avoidance of failure has greater evolutionary advantage than imitation of success. It follows that attempting to impose best practice systems is flying in the face of over a hundred thousand years of evolution that says it is a bad thing. The way we know things is not the way we report we know things There is an increasing body of research data which indicates that in the practice of knowledge people use heuristics, past pattern matching and extrapolation to make decisions, coupled with complex blending of ideas and experiences that takes place in nanoseconds. Asked to describe how they made a decision after the event they will tend to provide a more structured process oriented approach which does not match reality. This has major consequences for knowledge management practice. We always know more than we can say, and we will always say more than we can write down This is probably the most important. The process of taking things from our heads, to our mouths (speaking it) to our hands (writing it down) involves loss of content and context. It is always less than it could have been as it is increasingly codified.
As a final comment, I will take the liberty of presenting the seven principles for knowledge management as they are put by Dave Snowden. (see opposite page) With this we will end our introduction to knowledge management and knowledge sharing. A field of endless exploration, and an incredibly complex science, that not only encompasses a single theory, but holds elements from anthropology, epistemology, history, biology, psychology and many other sciences. Our research and insights Besides the research on the theories on knowledge sharing, we have done research on many different subjects to gain insight into how knowledge sharing looks in practice, and what it takes to create efficient knowledge sharing. We looked at many different, and unrelated, areas and focused on how knowledge sharing took place in this environment. This was both done in nature, in fiction, in space, in Bogotá, in our everyday lives, in governments and much more places. Form this research we gathered some insights into what it takes to create an environment of efficient knowledge sharing. These are both insights into the design of the structures that supports knowledge sharing, and also into what cultural characteristics the are important for this environment to emerge.
Frames/structures These are insights regarding the structures, systems and methods you can apply in an organization in order to increase the level of knowledge sharing. • There needs to be an easy overview over the structure for all participants • Timing is important - knowledge sharing can’t be forced • Knowledge sharing should not be promoted as knowledge sharing, but be linked to a need in the organization, and/or in the individual
• Clear frames for the activity can help efficient knowledge sharing. Make it easy to communicate. Visual representation can help. • Easy accessability and easy to use - it must be easy to interact with the system/structure/activity • Integrate the structures as a natural part of life in the space • Repetition, and creation of habits around the structures can support the process • A mix of social and professional context can enhance and strengthen the desire to participate • Engage people in a fun way that stimulates them. • Make it something bigger - creating a ritual/ceremony around a structure, can help it become a strong part of the identity • There is a great importance of role models to learn culture and best practices from. These we’re the insights around the frames that needs to be in place. This is very much related to the role of the host in the HUb, which is a very important role in establishing these frames. However, perfect frames in it self will not create efficient knowledge sharing. In order for people to participate, there needs to be an underlying culture that also supports, and it needs to be linked to a personal motivation.
Emotional motivation • People need to feel that the activity serves a higher personal purpose, • It can be linked to something that serves our human needs • Linking knowledge sharing with pleasure can be a powerful motivator • And the foundation for it all: a culture of trust is required. The ideas that has been developed are connected to these insights about what it takes to create effective knowledge sharing. How the ideas are related to, and supports this, is described for each idea.
Madre IDEA DESCRIPTION Being the host of the HUB is a big responsibility, and therefore it is also important to recognize the people hosting for their great effort. This hosting structure is made with word from the family structure, meaning that the host of the week would be the madre/padre of the week, and he/she would then take care of the “kids” in the building. There should a great deal of respect around the role of a madre/padre as the job can be quite demanding sometimes. Some of the tasks that we suggest for the host could be: • • • • •
HOW THIS SUPPORTS KNOWLEDGE SHARING The ‘secret buddy’ system will support the building of closer relationships between the members of the HUB and will therefore also contribute to the establishment of a culture of trust. An important element is also that it encourages people to think about what would be beneficial to give to others, since they have to find a ‘gift’ every week for their buddy. You start paying very much attention to what is valuable to the others and this is also regarding what knowledge is valuable to others. In this way, the system supports both the relationship building, and it enforces peoples attention to what is valuable to the others.
HOW TO IMPLEMENT IN THE HUB When the HUB opens, everyone should be assigned their secret buddy. It can either be done through an event or ceremony, or it can be done very subtle with a simple letter to everyone, so that you in a way never talks about the secret buddy system.
organizing different events. support others who wants to create events etc. creating ‘sparks’ and surprises in peoples lives. follow-up on the different knowledge sharing initiatives. finding competitions for the members to participate in.
When new people become members of the HUB it will be necessary to restructure the system and assign new buddies, however this will also benefit in the way that you will develop closer relationships with more people in the HUB.
The madre/padre would also be a very strong bearer of culture, and here lies probably the biggest responsibility, as they should be role models for the people in the HUB to follow. HOW THIS SUPPORTS KNOWLEDGE SHARING Having a host that makes sure events are created and facilitated, that makes sure to uphold the culture and the structures for knowledge sharing, is a strong part of the whole foundation for all the different initiatives. This hosting structure would create the possibilities for everyone to be role models for the others, and it would create a lot of ownership over the different structures and initiatives.
IDEA DESCRIPTION Every member of the HUB gets assigned another member of the HUB as their secret buddy. Every week you must do something nice to your buddy, and he/she must never find out who their buddy is. What you decide to surprise your buddy with is entirely up to you. It can be big or small things and gestures.
HOW TO IMPLEMENT IN THE HUB This should be implemented from the beginning of the HUB and the first people to be host should be people who are familiar with the different initiatives and who can be strong role models in their way of hosting. The job as a host can then shift every week, or every other week, or whatever fits the members the best.
LEARNINGS FROM PROTOTYPE Most learnings was around how to improve the frames. It is difficult if you are not in the same space. It was not very clear what was expected. It was too open and needed more frames. It was secret, no common awareness that it was happening.
Pecha Kucha online and offline
IDEA DESCRIPTION The Pecha Kucha is one of many formats for presentations, however it is particularly good in order to share the projects that is worked on in the HUB in an easy, short and accessible way. Every presentation is to be done on 20 slides, and each slide is shown for 20 seconds. This gives a total time of 6 minutes and 40 seconds for an entire presentation, and the formats invites the presenter to focus on the essence of the project/work.
HOW TO IMPLEMENT IN THE HUB This is a tool that could be very valuable to use every time people from the HUB works together on projects. This should be integrated as a regular part of a project, either in the preject phase, or at any given time, where a boost of positive energy is needed.
Besides the event, we propose that the event is being recorded and shared online so that people throughout the network will be able to see the presentations for inspiration and to be introduced to the work at the HUB. HOW TO IMPLEMENT IN THE HUB The idea is to have Pecha Kucha presentations every month as an regular event where both memebers of the HUB and others can participate. In order to create the best possible frames, and motivate people the most, we believe that the events should be organized as a grand event every time. It should be a special thing to present at the Pecha Kucha. And people should be celebrated for presenting. A big stage, champagne, flowers etc. could be used to create these frames. The online platform should be easy to approach and use, and should be very clear in the communication regarding the purpose. HOW THIS SUPPORTS KNOWLEDGE SHARING This Pecha Kucha is very much supporting the fast transfer of knowledge that each holds, and it should be seen as a platform that can help create an overview over who holds what type of knowledge. This is also a platform than can help easily share knowledge throughout the network in a format that is very easy accessible for everyone to approach.
If implemented in projects, it could have an effect on the daily life in the HUB where it could lead to much and open appreciation of everyone. LEARNINGS FROM PROTOTYPE During the project weeks the Kaospilots have had weekly Petcha Kutcha- sessions. The purpose was to get an update and overview within the organization. The petcha Kutcha was done with half the slides / time to optimize efficiency. We encourage you to alter the format , for instance by having one slide open for a question from the audience. The result of the Petcha Kutcha was curiosity and engagement for the other projects in the organization. We found out that it is very beneficial to have it on Fridays, because it is a good way of ending and celebrating what has been happening during the week. Besides serving as an update it also served as an opportunity to ask for help needed to the different projects.
IIDEA DESCRIPTION Positive Windtunnel is typically used in group work, and is used to put focus on peoples strengths and resources, and is very powerful in building up a positive energy. In a group, the positive windtunnel works by taking turns to state all the things you think you are good at yourself, for one minute, followed by two minutes where the rest of the group tells you what they think you are good at. So the first person starts by saying what he/she thinks his/her strengths are for one minute, and immediately after the rest of the group has two minutes to say what they think he/she is good at. When the two minutes are up, the turn goes to the next person in the group, and the process continues until everyone have had their turn.
HOW THIS SUPPORTS KNOWLEDGE SHARING This is a very strong tool in building a positive and open atmosphere and creates a culture where you openly appreciates and notices what other people re good at. This is very important in order to create an underlying culture of trust that supports all the other elements for knowledge sharing LEARNINGS FROM PROTOTYPE PIt was seen as a way of being a gift to a person something for the person to take with him/her, but it takes quite a lot of courage to do this. You know it is good, but it is hard to get going. It needs to have a focused and silent space, since it takes a lot for the facilitator who needs to create a safe, sharing and quite space.
HUB Book Club IDEA DESCRIPTION The idea is to host a monthly book club where a new book is discussed every month. The topics should be shifting, and the participants should be able to influence what books should be read.
HOW THIS SUPPORTS KNOWLEDGE SHARING This would work as a forum where conversations would start around a specific topic, based on the book that is to be discussed, but each participant would bring their own individual background knowledge, and the design should be so that this would develop into a sharing forum where everyone can share and expand each others views and horizons on the topic.
HOW TO IMPLEMENT IN THE HUB This should be something that people participate in based on interest, and should be quite informal.
Besides the specific structure of the Book Club that supports conversations, this will also support a culture of appreciating each others perspectives and being open to listening to others input.
However the setting of the meetings should be in the most comfortable surroundings in the HUB that inspires long and deep conversations. Comfortable chairs and couches, loose, but ambitious facilitation of the meetings and proper framing of the Book Club. In this framing lies the introduction and invitation to the people from the HUB (and outside the HUB if you wish) that invites them to contribute with all their own knowledge combined with the topic of the book.
IDEA DESCRIPTION Once every six months (this is up to you) the HUB would host seminars where you invited the worlds most radical thinkers. This could be for a weekend where they would then both give lectures and have conversations on redesigning the world! The frames should be very much for these people to meet and discuss, and for the HUB to facilitate that meeting. This would generate much inspiration and concrete ideas for all who came and listened to the discussions and lectures, both people working in the HUB and other people who would join.
HOW THIS SUPPORTS KNOWLEDGE SHARING This would very much be an inspirational forum where everyone can get inspired from great thinkers and doers. But it would also very much be an event that established the HUB as a place where you develop great ideas, and have interesting talks around these ideas. It would be a clear cultural signal to everyone about what type of things goes on in the HUB.
HOW TO IMPLEMENT IN THE HUB Start finding the most radical thinkers. Then invite them!
Radical Thinkers Club
Bring your... IDEA DESCRIPTION Bring your parents day, bring your clients day, bring your pet day. These are just some of the possibilities in the idea that everyone has to bring something that tells a story about who they are, and then making an event around that.
IDEA DESCRIPTION As a HUB you should be aware of what competitions regarding social innovation that is taking place around the world, and then participate in many of these as a team. For each competition gather a team from the HUB that is interested in participating, and then make it a project. The teams should differ from each competition based on who has the interest.
HOW THIS SUPPORTS KNOWLEDGE SHARING This would make people from the HUB connect in a different way than just sharing office-space. In this way they would also be colleagues, and they would start sharing knowledge in the context of the project, which would then spread into the more informal settings.
HOW TO IMPLEMENT IN THE HUB This would require that the host keeps an eye on what competitions are going on and will invite people to form groups and participate. When people then participate as a team from the HUB, this should be told to everyone in the HUB, and it should be celebrated in some way, as an encouragement for others to do the same.
HOW THIS SUPPORTS KNOWLEDGE SHARING This would support in creating a culture and an atmosphere where it is welcomed that you bring a lot of personality and where people are open to share personal interests and other things besides what is related to work.
HOW TO IMPLEMENT IN THE HUB The host would take care of arranging and creating the frames for the event around this day. Based on what people should bring the event could change character.
IDEA DESCRIPTION The idea is to have a place in the public space where it is always possible to stand up by a microphone and give a short lecture on a topic, tell about an experience or a projects, or whatever could be burning inside you to get out!
HOW THIS SUPPORTS KNOWLEDGE SHARING By always providing the possibility for people to tell what they know and are passionate about you are sending a strong signal that people are interested in hearing what you have to say. There lies a lot of trust in providing people with this opportunity, and to give them the responsibility of managing it. This is also very much an open invitation to the public to share their knowledge, and leaves a good atmosphere of openness.
HOW TO IMPLEMENT IN THE HUB This should be placed in the public space, in a very visible place, so that if someone goes to the microphone, you are sure that he/she will have an audience. In order for everyone, including the public, to start using this, it would be beneficial if members of the HUB would show precedence, and use it frequently until it has become a strong part of the culture.
Peopleâ€™s Kitchen IDEA DESCRIPTION This idea actually holds two possibilities for how to execute. One way is to arrange a common lunch where everyone is invited, both members of the HUB and people from the street and the community. In this scenario, the food would be prepared in, and by, the HUB and people would then pay a small amount for the food. Another possibility is to invite everyone to lunch where everyone then brings a dish that they have made at home, and then it is a big sharing table where all the food is shared between everyone. The main idea is to create a cosy atmosphere around a big lunch where people from the HUB and people from the public will meet, mingle and share on an informal basis.
Spontanious Open Mic
HOW THIS SUPPORTS KNOWLEDGE SHARING This is an initiative that really opens up for the public to take part in the daily life at the HUB and that creates an open atmosphere where people easily can talk and share. Food always brings people together.
HOW TO IMPLEMENT IN THE HUB The host should take initiative to invite people for this event, and to make sure that as many as possible will join. Then the event should be on a regular basis, e.g. every month or so.
‘One step up’ - talks IDEA DESCRIPTION Everyone has something they are really good at. And many has something they are specialists at. But these talks should not be about the specific field that people work in, instead they should be challenged to take their knowledge “one step up”. What this means is that people should talk about the methods, theories, ideas behind their field of expertise, and not their specific field. These talks should then be made into a big event with a lot of different speakers both national and international. This should also be recorded and put online so it could be shared with much more people. We believe that this format could potentially be very successful on a large scale both in Bogotá and other places. HOW THIS SUPPORTS KNOWLEDGE SHARING This would be a forum for big talks. Talks about theories, methods and practices of work. And the challenge to take your knowledge “one step up” would also make your topic inspirational for many others, as the methods behind might be relevant in other contexts. It would also signal a culture of experimentation where you can play around with your knowledge and the knowledge of others and see how you can learn from each other. HOW TO IMPLEMENT IN THE HUB in order for this to be most effective, it would require very clear, specific frames, and it would benefit participants from outside the HUB. This would be a project that would require cooperation between several people in the HUB in order to market, promote and organize the event.
Half day Internships IDEA DESCRIPTION The half day internship is a system that provides the possibility for people in the public space to join somebody working in the office space in the HUB for half a day. Being curious, seeing & learning from this person.
HOW THIS SUPPORTS KNOWLEDGE SHARING The knowledge sharing happens between the visitor and the person who invites. It creates the opportunity for people in the public space to be curious and see what people in the office space are working on. It is also making the statement that the HUB is open for people from the outside to interact and be a part of the HUB in a bigger scale than coming there only to look. The half day internship creates trust, new contacts, ideas and learning.
HOW TO IMPLEMENT IN THE HUB There could be a list where you sign up with contact information whether you want to go on an internship, or want to invite people to an internship. Then it will be up to people to organize themselves.
Knowledge Tree IDEA DESCRIPTION The knowledge tree is a physical interactive overview in the shape of a tree. The idea is that the tree can have themes, and possible several trees. One tree can be focused on projects. So people hang up what project is being worked on in the HUB - and contact info. The trees can have both professional and personal focus. In December people could hang up pictures of their christmas trees. Other headlines/questions for the trees could be; “Feedback to the HUB”, “What do you want to change in Bogotá?”, “What is your secrets?”, “Best practices within sustainability”, “What inspires you in this city?” etc.
HOW THIS SUPPORTS KNOWLEDGE SHARING A tree is organic and dynamic. You can choose when and if you want to receive or give knowledge. The tree is easy, visual and fun and it is welcoming for people to be curious and interactive.
HOW TO IMPLEMENT IN THE HUB It can be actual real trees that is planted in the space of the HUB, or it can be trees that is build by other materials. You hang up knowledge in notes, write on fruit, or ski-lift cards. For this to work it is important that the host takes leadership in using the tree and providing knowledge. LEARNINGS FROM PROTOTYPE We made a prototype of a knowledge tree in the office of Somos Mas together with people from La Arenera and Somos Mas. We tested the knowledge tree prototype for one week where people could put knowledge they wanted to share or needed up. Some of its strengths, based on the prototype, are that it is very easy accessible, visual big, pretty, makes interactions and serves as a good symbol. It is a living thing that can be built on and shaped. It is inviting, both for the people coming, and people working there. Some of its weaknesses are that the tree needs to be strong part of the culture, because if people are not engaging with writing on the tree, the idea does not work. In order to work it needs to have a clearly defined function and be placed the right place. Opportunities could be to make it a meeting point where it is easy to share ideas and invite for interactions between HUB members and new comers. It serves as a key metaphor for the HUB - a strong cultural symbol and something that was part of the history of the HUB from the beginning. For it to work it needs to be sexy, stabile and have a station with materials and a description of how to write on the tree. It has to be introduced and hyped by strong engaged individuals in order to establish the culture.
Project feedback display IDEA DESCRIPTION All the projects are displayed in the public space, with information about the project, challenges, and opportunities and in which stage the project is right now. The idea is that people from the public space can read about the projects and give feedback - tips and tricks, positive and constructive feedback and ideas for contacts etc.
HOW THIS SUPPORTS KNOWLEDGE SHARING Again, it gives people the opportunity to chose whether to take part or not. It is very obvious knowledge sharing - you get new knowledge from people in the public space that writes feedback to your project. It supports a culture of openness and trust, because you are sharing your project for others to see. It is inviting for the people in the public space to be part of the HUB with their own knowledge.
HOW TO IMPLEMENT IN THE HUB It can be a board of the projects that is displayed in the public space. (or combined with the knowledge tree) and the feedback can be received in a box, with the project name and feedback on a note.
Dugnad Day IDEA DESCRIPTION This idea is about acknowledging the surrounding community of the HUB (where the house is placed) and acknowledging people that contributes to the community.
HOW TO IMPLEMENT IN THE HUB There should be a big focus on making the day fun and easy. So having somebody in charge; providing the tools needed, materials, music and food.
HOW TO IMPLEMENT IN THE HUB It can be done in many ways. Either there is a committee that gives out the prize every second month or so, or there could be an event - where people go into the community and discovers what is being done, initiatives, people doing a difference - and then voting on a winner for the community-prize.
HOW THIS SUPPORTS KNOWLEDGE SHARING When acknowledging each other you build trust and personal relationships. It also encourage people to continue working with their projects, jobs when they are shown appreciation. It supports knowledge sharing in the way that people hear about the project/ person/business that has gotten the prize - leading to new knowledge about the community, inspiration and possibly new ideas.
IDEA DESCRIPTION Inspired from the norwegian word â€œDugnadâ€? - which is a day where people comes together and work voluntary on improving their community. It can be a a neighborhood cleaning up the streets and gardens. In the HUB it could be to work with the actual HUB itself or with the surrounding community. Building / cleaning / painting - improving an area in some ways.
HOW THIS SUPPORTS KNOWLEDGE SHARING You work together with people that you haven`t met before, learning from each other strengths and skills in action. It creates a mentality that giving, in itself, is valuable in order to create a strong community.
IDEA DESCRIPTION The basic idea is to take outdoor-tents for indoor-use. Creating a different space to work or relax in. HOW TO IMPLEMENT IN THE HUB It can be done in different ways:
IDEA DESCRIPTION The mistake board is a board where you hang up your mistakes and learnings on.
Basic - Putting different size tents in to the office space and see how people interact with them. Advanced - Having different themes for the tents. E.g. “Space tent” - lie and look at the stars in the top of the tent. Having the space tent as a relaxation room - (Taking a break for 30 min. and listening to music, sleeping or audio books) or “the indoor tent” - Having a tent that looks like a normal big tent from the outside, but when stepping in you have it decorated as a normal room. Maybe in baroque style, with old furniture, wall paper, a chandelier and lights. Using the room for meetings.
HOW THIS SUPPORTS KNOWLEDGE SHARING You share a specific knowledge with the purpose of learning from each others’ mistakes. This supports a culture that is open, humble and trusting. Gives out the message that honoring mistakes is as important as honoring successes. It encourages people to take chances and learn from the outcome, whether it is a success or not. It creates the frames for people to choose when they want to receive and give knowledge.
Structured - Having a hosting structure combined with the tents. Coaching sessions, ideation, world cafe etc. HOW THIS SUPPORTS KNOWLEDGE SHARING It supports a playful and creative culture by using an item you would normally associate with outdoor use. It creates a different space, a more intimate and secret atmosphere. And by people being physically closer, you share different things than over e.g. an office desk. It inspires to think out of the box. The tent takes you out of your normal surroundings and thereby supports different thinking to emerge in the tent. LEARNINGS FROM PROTOTYPE We prototyped the tent idea by placing a tent in the office space of the Kaospilots. During the 5 days the tent was used for different meetings, but the most successful use was of the tent in regards to people taking small relaxation breaks. It is important to make the tent inviting and visible for people to understand that the tent is for use.
HOW TO IMPLEMENT IN THE HUB It can be a simple board that is hanging in the space of the HUB that people can write on, possibly also combined with group work or weekly meetings where you honor the people writing their mistakes and maybe have a storytelling session around the mistakes and the learning. LEARNINGS FROM PROTOTYPE The mistake wall was a prototype we placed at Somos Mas on a wall where employees could write recent mistakes they have made and what they have learned for others benefit. Our findings from this prototype were it makes you think about mistakes in an appreciative way, creates trust, reflections, bravery and transparent learning that supports a feedback culture. Some aspects that did not work well were that it is difficult to accept the mistakes and share with others since people try to hide the mistakes. It needed a place for feedback on it. It gives the opportunity to practice and show vulnerability. And it creates a culture of openness, feedback and acknowledgement of that mistakes are part of life You need to be aware that it might be too scary to use the wall, it could be crossing people’s personal boundaries and could be counter cultural. The name could maybe be changed to an insight wall or something and it needs to be in a place where people are staying for a longer time.
Thank you wall IDEA DESCRIPTION Having a wall, or a board dedicated to honouring and appreciating each other. You write down a thank you note to somebody and why you are thankful for this person/ or what this person has done.
HOW TO IMPLEMENT IN THE HUB Having a board hanging in the office space where people take the initiative to write down thank younotes. It is important that it should be fun to use the wall, it should be inviting and sexy. HOW THIS SUPPORTS KNOWLEDGE SHARING It creates a culture of appreciation, which creates trust. It can be both on a professional level and on a personal level, acknowledging that both parts are strongly connected. It establish a feedback culture, making it is easier to work on the constructive feedback if there is already a strong culture of appreciation.
IDEA DESCRIPTION This idea is about having a specific chair where you commit to giving advice when sitting in the chair. It can also be a chair where you signal that you are open for questions when you sit there.
HOW TO IMPLEMENT IN THE HUB This should be the most comfortable chair in the HUB so it becomes an attractive place to sit when you want to read or relax. Should be easy to spot and access for everyone, both the people working at the HUB and the public.
HOW THIS SUPPORTS KNOWLEDGE SHARING In a fun way, it creates a space where you are sure that it is okay to bring your questions, and where you know that people are willing, and have the time, to answer or give advice.
RESULTS FROM PROTOTYPING This simple concept should be placed in a visible spot and kickstarted by grateful comments in order to work as intended. We found that it seemed to be hard to get it started when the wall was empty. The thank you wall is suitable for a location where one has a moment to think or takes a break, for instance in the bathroom or the kitchen
Toilet visits IDEA DESCRIPTION Using the natural breaks in everyday life for knowledge sharing, like the toilet visits. The idea is for the knowledge to transfer from one visiter of the toilet to the next one, by having people writing down their thoughts for others to read. Another way of sharing knowledge in the toilets is knowledge that is placed from the HUB - like a tv screen, facts on the wall etc. Creating inspiration, new knowledge and insights for the visiter of the toilets.
HOW THIS SUPPORTS KNOWLEDGE SHARING You share knowledge when writing down your thoughts in the toilet. You receive knowledge when reading what other people have been writing. It creates inspiration and supports a creative culture, and gives people the frames to choose when to receive and give knowledge. It builds on the culture already existing that people write on toilet walls. You might share more intimate, honest thoughts when its anonymous. HOW TO IMPLEMENT IN THE HUB Basic version: Making people share knowledge by writing in a; book, poster, whiteboard, straight onto the wall and sharing different kinds of knowledge. Only putting up a question an leaving the rest to the imagination and creation of people. Example of questions could be: What inspires you? What have you learned this week? Where is your favorite place in Bogota? What is social innovation for you? Advanced version: Making each toilet into a theme. E.g The jungle toilet. Having a wooden toilet seat. Having the walls decorated fitting to the jungle theme. Having plants and lianes. Grass floor. Maybe you write on fruits and hang them up in the lianes. a question could be; What is the bravest thing you have ever done? Another theme could be “The posh toilet”. Having a diamond toilet seat, or golden toilet. Having golden empty frames on the walls, for people to write in. A question could be: What makes you proud?
LEARNINGS FROM PROTOTYPE This was prototyped several places at the office of Somos Mas. What worked was when the papers were places where you do not usually get asked to write something down. For example it works very well in the bathroom where you have time for writing. The kitchen also worked very well. The questions need to be inspiring questions. An opportunity is to play with the format. Some designed to make people draw etc.
Video Check-in IDEA DESCRIPTION Having a small room with a video camera that is always available. The users of the HUB can have a “check in”, answering a question that is written on the wall. The questions can change, and it is optional to use the room. There can be another space, maybe a tv on the wall with headphones where you can listen to the “check in`s”. Or having a weekly meeting where it is edited and shown.
HOW TO IMPLEMENT IN THE HUB It can be used for giving feedback to the HUB, or for users of the HUB to share knowledge in between themselves. Another option is that users of the HUB answers what projects they are working on, and this is shown in the public space.
HOW THIS SUPPORTS KNOWLEDGE SHARING It is a concrete way for people to share and receive knowledge upon choice. It can be altered for specific knowledge or more general knowledge. Inspires to a curious culture, which is a strong characteristic needed in knowledge sharing.
Graphical recording Station
IDEA DESCRIPTION The idea is that users of the office space in the HUB make their desk/office represent the project they are working on at the moment. So if you are working on a social project with kids you might have pictures of kids all over your desk, or something representing playfulness. It can be done very easy or very advanced. Either going full in with the visual representation of your project or just having a physical frame for each desk where you write in your project and a few words about it. HOW TO IMPLEMENT IN THE HUB It can be combined with the Graphical recording station for having materials. Having people return their desk-decorations on a specific place for others to use. One option is to organize building days - so every Monday from 8-11 you have the option to join and build/ decorate your desk with others. Getting in contact to who else is starting on new projects, and making new connections within the HUB. Maybe there is one person running the HUB that is responsible for getting materials sponsored.
IDEA DESCRIPTION Having a place in the HUB with materials and equipment. Paper, colors, tools, wood etc. The room/station provides the opportunity for people to prototype and visualize their ideas. Maybe using the room for projecting graphical recording lectures and inspirational pictures on the wall for how to use the material. (graphical recording is a way of documenting meetings, presentations, workshops into a visual overview with drawings and very little text) HOW THIS SUPPORTS KNOWLEDGE SHARING An important element in Knowledge sharing is to communicate something by making it visual, easy and fun. This idea supports the option for people that think and learn in different ways to express themselves visually. HOW TO IMPLEMENT IN THE HUB Having a closet / room / table for materials. The HUB is responsible for providing the materials and tools.
HOW THIS SUPPORTS KNOWLEDGE SHARING it supports a culture of creativity and playfulness. It inspires to curiousness and is a good conversationstarter for people because the desks serves as an invitation for people to ask about each others projects.
Borrowing IDEA DESCRIPTION Having a space in the HUB where people lend and borrow from each other. Or the HUB borrow to users. It can be in the simple shape of a book shelf. Or a swap-shelf. So if you lend a book you have to give a book back to the shelf. A criteria for placing a book on the shelf could be that it has to be read by the person giving it, and it has to be a good book in that persons opinion. When a book is placed in the shelf the person writes a note on why this book should be read. And maybe what that person got out of reading this book.
HOW THIS SUPPORTS KNOWLEDGE SHARING Very concrete way of getting knowledge that has been chosen to be given from another person. Supports a culture of sharing, and the HUB makes a statement by having a system based on trust. HOW TO IMPLEMENT IN THE HUB Making some instructions and putting up a shelf. Either in the office space or in the public space.
IDEA DESCRIPTION The idea is that you should be able to bring your personal life into the working space of the HUB, in order to create a safe and open atmosphere. HOW THIS SUPPORTS KNOWLEDGE SHARING It creates personal connections when sharing knowledge about your personal life. It creates trust and curiosity about each other. HOW TO IMPLEMENT IN THE HUB It can be done in several ways. One way is that people bring things like pictures, items to their desks that is connected to their personal life. Or maybe there is a weekly meeting where it can be done in a check in. You bring a item that represents something important in your life, and you check in to the day by telling why this item is important or you.
Reward system HOW THIS SUPPORTS KNOWLEDGE SHARING Similar to the thank you wall. Creates a culture of appreciation and an open feedback culture. Also has the value of creating an overview over the users so other users can look for recourses, collaborators and people to ask specific questions. The reward system makes it interactive and in constant change.
‘Meet new people’ - table IDEA DESCRIPTION This idea is basically a table for meeting new people. It should be clear that you are on this table to meet new people. Maybe it says on a sign or on the table itself.
HOW THIS SUPPORTS KNOWLEDGE SHARING Timing is important in knowledge sharing and this idea provides the frames for people themselves to choose when they want to participate or not. Supports a culture of openness.
HOW TO IMPLEMENT IN THE HUB The table can be placed in the cafe of the public space or in the office space of the HUB.
IDEA DESCRIPTION Having an overview over all the users in the HUB. With their cv, their skills and project they are working on. A visual overview. Then having e.g. star stickers that you can place on people and write why they deserve it. Also adding skills to each other.
HOW TO IMPLEMENT IN THE HUB When people sign up as a HUB member they fill in some questions that goes on this overview.
IDEA DESCRIPTION A dark, small room that is being lit up by a DIY Star Lamp (this can be googled for further information). This room could potentially be a tent. The room will function as a place to be inspired by the different atmosphere the room has. HOW THIS SUPPORTS KNOWLEDGE SHARING To create a space that invites to a deep reflective state of mind which makes one more impressible to new inputs. HOW TO IMPLEMENT IN THE HUB Most importantly - dedicate a room to this. Also it is important that different other knowledge sharing ideas is implemented as the room itself mostly serves to create a inspiring atmosphere - DIY audiobook would be a good example of an idea that could be integrated into the room.
Prototyping In order to implement the ideas with success, we believe in the importance of prototyping. Prototyping can be done with limited recourses and time, but still with great effect. When testing out the ideas the most important aspect comes after the prototyping, when reflecting and evaluation on how it went. You will never know exactly how the reaction to the idea will be before implementing it, but testing it out in smaller scales gives you a good indicator.
Which idea are you prototyping? How are you prototyping it? The templates on the following pages are meant to serve as an inspiration and guide to build on the ideas provided. The first templates are meant for internal use, when doing action research, prototyping and brainstorming. The last couple of templates are directed at the hosts and users of the HUB. These are written in English, but can be of use in getting tips and insights for how to pass on the ideas and knowledge.
What material is needed?
What was the result of the prototype? Strengths:
Toilet visits There is endless possibilities for how to create frames for knowledge sharing in the toilets. In order to get your imagination going we are sending you out on a small task. Take a walk in the city and visit different public toilets, write down what people are writing and ideas you get for how to implement knowledge sharing in the toilets of the HUB.
Tent brainstorm In this page you can play with ideas for the â€œtheme-tentsâ€? - a brainstorm template with only the limits of your imagination.
Tent theme headline:
Purpose of tent:
Tent theme headline:
Purpose of tent:
Secret buddy system
The host system
The secret buddy system works as following; Everybody that is part of the “game” gets a secret buddy and everybody knows that the game is going on, but you don`t know who has you as their secret buddy. This activity should be on-going from 1 week up to 1 month, with a clear start, and a clear ending. The secret buddy system should inspire and create an acknowledging culture in the every day life of the HUB. Welcome as a host for the next 2 weeks. The role of the host is of higly importance in order for the HUB to reach its full potential, both by taking care of some of the practicalities and the supporting of a rich culture.
Your secret buddy
Look at your role in the metaphor of a family, you being either the mother or the father of the family. The parents raises their children with love and care - but also with the balance of dicipline. Sometimes the parents are very visible with their actions, and other times they are in the background - nuturing and taking care that the children has the best childhood possible. - Good luck in your weeks of parenthood -
During the next _______ your secret buddy will be ____________. This means that during this period of time you secretly do small acknowledging gestures. This can be e.g nice compliments, notes, gifts and all kinds of other appreciating things. “Do to others what you would like others to do to you.” The idea behind the secret buddy system is to create extra spice in the every day life and to create a culture of acknowledgement and playfulness. Ideas on what to do for my secret buddy:
Fill in the responsibilities for the hosts
Thank you! “Insert epic ending”
Susi Mølgaard Hanna von Bergen Morten Starup Simon Bergkjær Jonatan Spejlborg
Published on Jun 18, 2012
Collection of ideas for structures and design that support knowledge sharing at the HUB, home of social entrepreneurs and innovators (www.th...