… because knowledge grows when it is shared
The new ways of internal collaboration within the university library, which for a year now have been regularly and systematically connecting the 55 employees from four departments in a monthly knowledge management format, show that an institution has many experts who are shaping the future by sharing their experience. The aim is not only to secure existing knowledge, but also to share and leverage it systematically. This makes cross-departmental processes more transparent, and learning from each other offers several advantages: because knowledge time is also team time.
During the so-called ‘consultation hours’, current projects are presented, challenges are discussed and solutions are outlined, while the focus is not on reporting, but above all on exchange: what experiences have been made? Which tools have proven themselves? What are the current trends? Where are there interfaces with other areas? These open insights also lead to a better understanding of the respective tasks and responsibilities.
For example, recent meetings have covered topics such as change in service, relevant issues in research data management, mental health and a travel report by trainees about their work in a library in Malta.
Natalia Waal, who herself held a consultation hour on the topic of ‘AI in literature research’, knows exactly why she shares her knowledge.” I chose this topic because it is increasingly important to understand how researchers and students conduct literature searches today. AI support offers many advantages, such as fast search results. At the same time, there is a risk that research will be superficial or that one's own ability to reflect will be reduced. Everyone involved should be aware of this. In order to be able to respond appropriately to these developments as employees, it is therefore important to continue learning in this field. The consultation hour is a great format for this, enriching everyday work in the spirit of ‘lifelong learning’. As a participant, you gain insights into the topics that your colleagues are working on, which can easily get lost in everyday business and in a large organisation. For me as a manager, the format also offers the opportunity to present my work, receive feedback and talk about topics that lie outside the daily routine. This creates a valuable exchange that supports both personal and professional development."
This insight was very helpful
University library employee Verena Mies gratefully accepted her colleague's invitation and reports: "Until the consultation hour, I had no experience with AI tools, whether ChatGPT or special AI for literature research, so it was all the more interesting for me to gain an insight. I found the presentation and the practical collaboration very successful. However, after trying out the AI tools, I realised that they are not yet fully developed and that critical scrutiny is still required. AI tools are a good support for our daily work in the subscriptions department, but they are not a substitute for human labour. AI can help us, for example, in researching missing bibliographic data for certain open access articles, but only to a minimal extent and not in its entirety. For this purpose, there have been established specialist platforms for years that stand out for their scientific expertise and offer us higher quality. This insight was very helpful for my area of work."
“The format of the consultation hours is ideal”
Jakob Reuter, who works in another department of the University Library, also reflects on the event: "I came to the consultation hour that day because I am interested in the topic of AI. Above all, however, it is also important to find out how students conduct their research and what tools they need to do so, in order to remain able to provide information and advice in our service. I learned that there are many different AI tools that can support the individual steps of a literature search. It is important to pay attention to the quality of the tool and to use it only for its intended purpose. Of course, it is also essential to carefully review all AI-generated content. The format of the consultation hours is ideal because it offers a good opportunity to quickly and easily find out about various topics. In most cases, employees provide information about their own everyday work, which also strengthens the team because it gives deeper insights into the motivations and backgrounds of colleagues, thus creating a greater sense of connection.”
Knowledge management is therefore much more than just an exchange of information. It ensures quality, increases efficiency and promotes innovation. For teams, it means development opportunities, orientation and trust. For organisations, it is a decisive factor in remaining productive, adaptable and future-proof in the long term.
TEXT: Carina Kröber