Knowledge Management

Metadata

• Practice ID: ADMIN-KNOWLDG-01
• Status: Draft
• Version: 1.0
• Owner Role: Knowledge Management Lead
• Guild: GL05 Administration Guild
• Entra Group: sg-practice-knowledge-mgmt

Purpose and Objectives

This practice governs and oversees how Calab.ai orchestrates knowledge sharing across the organisation. It owns the diagram hierarchy conventions (L1–L4), content architecture standards, documentation templates, and cross-practice documentation coordination. It defines the endorsed tools, policies, and guides for creating and managing all forms of knowledge artefacts — including diagrams (e.g. Mermaid Diagrams, Draw.io, Excalidraw), presentations (e.g. Microsoft PowerPoint, Excalidraw), structured tabular content (e.g. Microsoft Excel, Mermaid Diagrams), long-form text content (e.g. Microsoft Word, Markdown), and notes (e.g. pen and paper, Obsidian).

Knowledge Management ensures that everyone at Calab.ai uses consistent, fit-for-purpose tools and approaches when creating and sharing knowledge, while leaving the specifics of how those tools are applied within individual processes and procedures to the owning practices.

Scope

In Scope

• Endorsement of knowledge sharing applications and tools
• Knowledge management policies
• General guides for knowledge sharing tools and formats
• Template artefacts for knowledge sharing (diagrams, presentations, documents, notes, etc.)
• Diagram hierarchy governance — L1–L4 diagram conventions, colour palette, templates, and navigation standards
• Content architecture standards — folder structure, naming conventions, and content type taxonomy
• Cross-practice documentation coordination — MECE coverage across value streams and practices
• Handbook platform governance — Quartz configuration, theming, and publishing workflow

Out of Scope

• How to use knowledge sharing tools for specific processes and procedures (owned by the relevant practice)

Interfaces

Dependencies (Practices We Depend On)

• IT Asset Management — Approved IT assets inform which knowledge tools are available for endorsement
• App Inventory Management — App inventory governs which applications are approved for organisational use
• Strategy Management (EXEC-STRAT-01) — Organisational strategy informs knowledge management priorities and tooling direction

Dependents (Practices That Depend On Us)

• Strategy Management (EXEC-STRAT-01) — Relies on endorsed tools and templates for strategy artefacts
• Proposal Management (SALES-PROP-01) — Relies on endorsed tools and templates for proposals and presentations
• Stakeholder Engagement Management — Relies on endorsed tools and templates for stakeholder communications
• Project Management (DEL-PROJ-01) — Relies on endorsed tools and templates for project documentation
• Consulting Management (DEL-CON-01) — Relies on endorsed tools and templates for consulting artefacts and thought leadership
• Requirements Gathering Management — Relies on endorsed tools and templates for requirements documentation
• Solution Design Management — Relies on endorsed tools and templates for solution design artefacts
• Product Management — Relies on endorsed tools and templates for product documentation and roadmaps
• Solution Engineering Management — Relies on endorsed tools and templates for architecture and engineering artefacts
• Software Engineering Management (TECH-SE-01) — Relies on endorsed tools and templates for engineering documentation
• Platform Architecture Management (TECH-PLATARCH-01) — Relies on endorsed tools and templates for platform architecture artefacts

Related Practices and Resources

Related Practices

• IT Asset Management — Asset governance informs tool endorsement
• App Inventory Management — Application approval process is a prerequisite for tool endorsement

Related Value Streams

• All value streams — Knowledge Management applies organisation-wide

Key Processes

• Tool Endorsement Process
• Knowledge Artefact Review Process

Key Templates

• Diagram Template (Mermaid)
• Presentation Template (PowerPoint)
• Document Template (Word / Markdown)
• Notes Template (Obsidian)
• Structured Data Template (Excel / Mermaid)

KPIs and Success Signals

• KPI 1: Percentage of practices using endorsed knowledge tools (Target: 100%)
• KPI 2: Knowledge template adoption rate (Target: ≥80% of artefacts use approved templates)
• KPI 3: Tool endorsement review cadence (Target: reviewed at least annually)
• Success Signal 1: Consistent, professional knowledge artefacts across all guilds and value streams
• Success Signal 2: Clear guidance available for every major knowledge sharing format

Review Cadence

• Practice Review: Quarterly
• Artefact Review: Annually (policies and tool endorsements), Bi-annually (templates and guides)
• Owner: Knowledge Management Lead

Change Log