Information Tools for Sharing Explicit Knowledge in Projects

PMBOK v8 Definition

Information tools are techniques used to create and connect people to information. These tools are effective for sharing simple, unambiguous, codified explicit knowledge. The tools include methods for codifying explicit knowledge (e.g., producing lessons-to-be-learned entries for the lessons learned register), the lessons learned register, library services, information gathering (e.g., web searches and reading published articles), and the project management information system (PMIS), which often includes document management systems. These tools connect people to information and can be enhanced by adding an element of interaction.

Why It Matters for the Exam

This concept appears frequently in PMI exam questions about the Manage Project Knowledge process and knowledge management approaches. Questions test your ability to distinguish between tools for explicit knowledge (information tools) versus tools for tacit knowledge (interpersonal tools). Expect scenario-based questions asking which tool to use when sharing documented, codified knowledge across the project team.

Key Points to Remember (for the exam)

• Primary Purpose: Information tools create and connect people to information for sharing simple, unambiguous, codified explicit knowledge
• Key Distinction: These tools are for explicit knowledge (codified, documented) NOT tacit knowledge (personal, experiential)
• Main Tools: Lessons learned register, library services, information gathering, PMIS, and methods for codifying explicit knowledge
• Lessons Learned Register: Created as an output of Manage Project Knowledge process early in the project; used as input and updated as output in many processes throughout the project
• Lessons Learned Repository: At end of project or phase, information transfers to an organizational process asset called a lessons learned repository
• Explicit Knowledge Characteristics: Codifiable, formal and systematic, easily communicated through manuals, procedures, and documentation
• Enhancement: Information tools can be enhanced by adding an element of interaction

Typical PMI Exam Example

A project manager needs to share documented procedures for a recurring testing process with new team members. The procedures are simple, unambiguous, and already codified. Which tool should the project manager use? Answer: Information tools (specifically, the PMIS or library services), because these tools are designed for sharing explicit knowledge that can be documented and easily communicated.

PMI Exam Traps

• Trap: Confusing information tools with interpersonal tools

• Reality: Information tools connect people to information (explicit knowledge); interpersonal tools connect people to people (tacit knowledge)

• Trap: Thinking lessons learned register is created at the end of the project

• Reality: The lessons learned register is created early in the project as an output of Manage Project Knowledge, then updated throughout

• Trap: Confusing lessons learned register with lessons learned repository

• Reality: The register is a project document updated throughout the project; the repository is an organizational process asset updated at phase/project end

• Trap: Assuming all knowledge sharing uses the same tools

• Reality: Explicit knowledge uses information tools; tacit knowledge requires conversations, interactions, and collaborative environments

Important PMI Connections

Quick Review Questions

1. A project team needs to share documented safety procedures that are simple and unambiguous. Which type of tool should they use?

2. When is the lessons learned register first created in a project?

3. What happens to the lessons learned register at the end of a project or phase?

4. What are the three key characteristics of explicit knowledge according to PMBOK v8?

5. Which information tool includes document management systems and connects people to documented information?

PMBOK v8 Reference

Section 4.5.2.2 - Information Tools (within Manage Project Knowledge process, Project Integration Management Knowledge Area)

Note: The lessons learned register is referenced across multiple processes as an input and output throughout the project lifecycle.