A conceptualization of knowledge governance in
project-based organizations
Abstract
This paper conceptualizes and defines knowledge governance (KG) in project-based organizations (PBOs). Two key contributions towards a multi-faceted view of KG and an understanding of KG in PBOs are advanced, as distinguished from knowledge management and organizational learning concepts. The conceptual framework addresses macro- and micro-level elements of KG and their interaction. Our definition of KG in
PBOs highlights the contingent nature of KG processes in relation to their organizational context. These contributions provide a novel platform for understanding KG in PBOs.
© 2014 Elsevier Ltd. APM and IPMA. All rights reserved.
1. Introduction
Knowledge and learning processes are vital for survival and improved business performance in dynamic contexts. In order to improve the understanding of the way in which knowledge
Is used strategically to open up the way for novel developments and innovations, a new research area of knowledge governance (KG) has entered the research field. KG is an evolving concept which focuses on organizational coordination of knowledge processes of using, sharing, integrating and creating knowledge in accordance with set objectives through governance initiatives. However, while the case has been put forward and defended that KG has relevance and import for mainstream business organizations, the significance and application for other types of business arrangements have not been made conclusively. This research proposes a new conceptualization of KG for project-based organizations (PBOs) to determine the different considerations that need to be taken in to account when sharing knowledge and undertaking organizational learning. PBOs are challenging business models particularly for developing a comprehensive KG framework as these are temporary configurations, fragmented, have differing values and knowledge and learning processes and consequently are more dynamic and flexible and, do not retain organizational knowledge over the long term.
Projects are a locus of attention for strategy implementation and organizational and project learning. Knowledge management processes have been utilized typically to explain and interpret learning in PBOs and ensure effective planning and implementation of projects. In this way knowledge sharing and creation have received much attention in the project literature. Although research has shown significant potential for improvement of knowledge and learning processes between. The PBOs' sub-units in recent years, existing practices have been found to be inappropriate or insufficient for these tasks. Yet, governance of these knowledge management activities has been largely ignored. Only recently KG has emerged as a new and evolving approach that addresses a number of central problems concerning knowledge processes in organizations. These issues have not yet been fully addressed, either in the field of knowledge management or within governance theories. KG was introduced to complement existing knowledge initiatives that focus solely on organizational macro constructs such as improving absorptive capacity, building capabilities and creating communities of practice.
The main criticism is that scholars neglect individual micro-level conditions and behaviors, which results in vague and imprecise ideas about macro-level organizational constructs. Therefore KG attempts to comprehend how micro- and macro-level constructs interact and move organizations towards desired levels and directions (i.e. reach set knowledge-based goals) through the use of various KG mechanisms.
The current understanding of KG builds on the organizational and management studies of mainly. However, a coherent and clear understanding of KG and its interpretation in the world of projects requires further development. Projects differentiate from regular operations and organizations dealing with multiple projects face particular challenges that need to be further explored. Previously, KG researchers have examined the subject mainly on a broad, general level that does not account for the particularities of organizations designed for and around projects. PBOs here are used as a broad term including. projectified, Project - based, project-led and project-oriented organizations.
There is a large variety of PBOs and our aim in defining them in this research is to include all possible forms. The common and significant characteristic of these organizations is their use of projects as a way of doing business. In this paper, the term PBO includes firms that acknowledge project work and carry out most of their activities in projects, as well as organizations that use projects as a strategic means for differentiation. The PBO may be a standalone organization or a subsidiary of a larger corporation or sometimes interwoven in complex post-bureaucratic organizational structures. PBO-specific characteristics mainly stem from the temporality of PBOs' building blocks of their business; that is, projects and their impact on various organizational elements such as structure, structural complexity, and difficulties in learning.
KG has only recently entered the realm of projects. The existing literature suggests that the challenges faced by PBOs are insufficiently taken into account within the existing KG approaches. Furthermore, warn that while project-based structures facilitate knowledge creation, they can hinder knowledge retention and sharing without adequate governance mechanisms. Accordingly, the application of knowledge governance mechanisms is argued to maximize the benefits of knowledge processes in PBOs. The present paper therefore aims to propose a conceptualization of KG and to use this approach to define KG in PBOs that accounts for the specific project-based context and characteristics (for example, project orientation, project portfolios, programs, project management offices, steering groups, boards of directors, and projects) in order to allow for coordination of knowledge processes between projects as well as between project and parent organization. KG provides a theoretical platform that systematically captures interactions between macro (organizational antecedents and constructs) and micro (individual conditions and behaviors) - levels within the organization. We refer to knowledge processes as an overarching term to describe knowledge capture, sharing, integration and creation.
This study aims to examine KG in relation to the specific nature of PBOs through a literature review. Our two research questions are:
1. How can knowledge governance be conceptualized in project-based organizations?
2. How is knowledge governance defined in relation to project-based organizations?
The paper is organized as follows. The next section outlines the methodological approach undertaken in this research. This is followed by a section offering theoretical bases for KG, such as its relation to governance, organizational learning and knowledge management. We later discuss specific characteristics of PBOs and provide a better understanding of the KG foundation in the PBO context (i.e. our conceptualization of KG in PBOs). The paper then offers a definition of KG in PBOs, concluding that the specificity of PBOs requires a particular focus on KG practices and mechanisms used in this context.
2. Methodology
The purpose of proposing a conceptualization and definition of KG within PBO is to make future research on this subject in a position to build on solid foundations. The initial step to develop such conceptualization and definition is to acknowledge and integrate into a coherent framework the results from previous research of McCarthy et al. (2010) or Kim et al. (2009).
Our literature review focused upon two main subject areas, KG and PBOs, and was undertaken in three steps.
First, we selected key papers relevant to KG in general and to KG in a project context, in particular to search for elements of its conceptualization. The selection criteria were: (1) selected papers needed to explicitly mention KG or the governance of knowledge; (2) reference made to emergent seminal papers in the field; and/or (3) investigate governance mechanisms for knowledge processes. The key papers on KG were sourced from Organization Studies, Organization, Journal of Management Studies, Research Policy, Journal of Management and Governance, Journal of Knowledge
Management, International Journal of Project Management, International Journal of Innovation Management, International Journal Business, Management and Technology Analysis, and
Strategic Management as well as other seminal work for example.
Second, we positioned KG in relation to the two close, but still distinct, and rather well explored fields of knowledge management and organizational studies to identify their borders and overlaps. The selection criterion was: key seminal work from the three knowledge-related fields taking a general organizational approach.
Third, we conducted a literature review of PBOs to identify potential characteristics essential for understanding what KG means in PBOs. Selection required the studies to discuss and address characteristics of PBOs, including a broad definition of organizations that use projects in their operations. More specifically, to get a comprehensive understanding of PBOs, we followed suggestion of incorporating aspects related to four main dimensions of PBOs, which are the organization, its units, its network and its field.
Finally, we conducted a comparative mapping followed by an analysis of conceptual similarities between governance principles and KG in the context of PBOs, which resulted in an extension of the framework presented by Coleman (1990), Foss (2007) and Foss et al. (2010). Together this leads to a definition, which can be used as basis for further con
A conceptualization of knowledge governance in
project-based organizations
Abstract
This paper conceptualizes and defines knowledge governance (KG) in project-based organizations (PBOs). Two key contributions towards a multi-faceted view of KG and an understanding of KG in PBOs are advanced, as distinguished from knowledge management and organizational learning concepts. The conceptual framework addresses macro- and micro-level elements of KG and their interaction. Our definition of KG in
PBOs highlights the contingent nature of KG processes in relation to their organizational context. These contributions provide a novel platform for understanding KG in PBOs.
© 2014 Elsevier Ltd. APM and IPMA. All rights reserved.
1. Introduction
Knowledge and learning processes are vital for survival and improved business performance in dynamic contexts. In order to improve the understanding of the way in which knowledge
Is used strategically to open up the way for novel developments and innovations, a new research area of knowledge governance (KG) has entered the research field. KG is an evolving concept which focuses on organizational coordination of knowledge processes of using, sharing, integrating and creating knowledge in accordance with set objectives through governance initiatives. However, while the case has been put forward and defended that KG has relevance and import for mainstream business organizations, the significance and application for other types of business arrangements have not been made conclusively. This research proposes a new conceptualization of KG for project-based organizations (PBOs) to determine the different considerations that need to be taken in to account when sharing knowledge and undertaking organizational learning. PBOs are challenging business models particularly for developing a comprehensive KG framework as these are temporary configurations, fragmented, have differing values and knowledge and learning processes and consequently are more dynamic and flexible and, do not retain organizational knowledge over the long term.
Projects are a locus of attention for strategy implementation and organizational and project learning. Knowledge management processes have been utilized typically to explain and interpret learning in PBOs and ensure effective planning and implementation of projects. In this way knowledge sharing and creation have received much attention in the project literature. Although research has shown significant potential for improvement of knowledge and learning processes between. The PBOs' sub-units in recent years, existing practices have been found to be inappropriate or insufficient for these tasks. Yet, governance of these knowledge management activities has been largely ignored. Only recently KG has emerged as a new and evolving approach that addresses a number of central problems concerning knowledge processes in organizations. These issues have not yet been fully addressed, either in the field of knowledge management or within governance theories. KG was introduced to complement existing knowledge initiatives that focus solely on organizational macro constructs such as improving absorptive capacity, building capabilities and creating communities of practice.
The main criticism is that scholars neglect individual micro-level conditions and behaviors, which results in vague and imprecise ideas about macro-level organizational constructs. Therefore KG attempts to comprehend how micro- and macro-level constructs interact and move organizations towards desired levels and directions (i.e. reach set knowledge-based goals) through the use of various KG mechanisms.
The current understanding of KG builds on the organizational and management studies of mainly. However, a coherent and clear understanding of KG and its interpretation in the world of projects requires further development. Projects differentiate from regular operations and organizations dealing with multiple projects face particular challenges that need to be further explored. Previously, KG researchers have examined the subject mainly on a broad, general level that does not account for the particularities of organizations designed for and around projects. PBOs here are used as a broad term including. projectified, Project - based, project-led and project-oriented organizations.
There is a large variety of PBOs and our aim in defining them in this research is to include all possible forms. The common and significant characteristic of these organizations is their use of projects as a way of doing business. In this paper, the term PBO includes firms that acknowledge project work and carry out most of their activities in projects, as well as organizations that use projects as a strategic means for differentiation. The PBO may be a standalone organization or a subsidiary of a larger corporation or sometimes interwoven in complex post-bureaucratic organizational structures. PBO-specific characteristics mainly stem from the temporality of PBOs' building blocks of their business; that is, projects and their impact on various organizational elements such as structure, structural complexity, and difficulties in learning.
KG has only recently entered the realm of projects. The existing literature suggests that the challenges faced by PBOs are insufficiently taken into account within the existing KG approaches. Furthermore, warn that while project-based structures facilitate knowledge creation, they can hinder knowledge retention and sharing without adequate governance mechanisms. Accordingly, the application of knowledge governance mechanisms is argued to maximize the benefits of knowledge processes in PBOs. The present paper therefore aims to propose a conceptualization of KG and to use this approach to define KG in PBOs that accounts for the specific project-based context and characteristics (for example, project orientation, project portfolios, programs, project management offices, steering groups, boards of directors, and projects) in order to allow for coordination of knowledge processes between projects as well as between project and parent organization. KG provides a theoretical platform that systematically captures interactions between macro (organizational antecedents and constructs) and micro (individual conditions and behaviors) - levels within the organization. We refer to knowledge processes as an overarching term to describe knowledge capture, sharing, integration and creation.
This study aims to examine KG in relation to the specific nature of PBOs through a literature review. Our two research questions are:
1. How can knowledge governance be conceptualized in project-based organizations?
2. How is knowledge governance defined in relation to project-based organizations?
The paper is organized as follows. The next section outlines the methodological approach undertaken in this research. This is followed by a section offering theoretical bases for KG, such as its relation to governance, organizational learning and knowledge management. We later discuss specific characteristics of PBOs and provide a better understanding of the KG foundation in the PBO context (i.e. our conceptualization of KG in PBOs). The paper then offers a definition of KG in PBOs, concluding that the specificity of PBOs requires a particular focus on KG practices and mechanisms used in this context.
2. Methodology
The purpose of proposing a conceptualization and definition of KG within PBO is to make future research on this subject in a position to build on solid foundations. The initial step to develop such conceptualization and definition is to acknowledge and integrate into a coherent framework the results from previous research of McCarthy et al. (2010) or Kim et al. (2009).
Our literature review focused upon two main subject areas, KG and PBOs, and was undertaken in three steps.
First, we selected key papers relevant to KG in general and to KG in a project context, in particular to search for elements of its conceptualization. The selection criteria were: (1) selected papers needed to explicitly mention KG or the governance of knowledge; (2) reference made to emergent seminal papers in the field; and/or (3) investigate governance mechanisms for knowledge processes. The key papers on KG were sourced from Organization Studies, Organization, Journal of Management Studies, Research Policy, Journal of Management and Governance, Journal of Knowledge
Management, International Journal of Project Management, International Journal of Innovation Management, International Journal Business, Management and Technology Analysis, and
Strategic Management as well as other seminal work for example.
Second, we positioned KG in relation to the two close, but still distinct, and rather well explored fields of knowledge management and organizational studies to identify their borders and overlaps. The selection criterion was: key seminal work from the three knowledge-related fields taking a general organizational approach.
Third, we conducted a literature review of PBOs to identify potential characteristics essential for understanding what KG means in PBOs. Selection required the studies to discuss and address characteristics of PBOs, including a broad definition of organizations that use projects in their operations. More specifically, to get a comprehensive understanding of PBOs, we followed suggestion of incorporating aspects related to four main dimensions of PBOs, which are the organization, its units, its network and its field.
Finally, we conducted a comparative mapping followed by an analysis of conceptual similarities between governance principles and KG in the context of PBOs, which resulted in an extension of the framework presented by Coleman (1990), Foss (2007) and Foss et al. (2010). Together this leads to a definition, which can be used as basis for further con
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