The eyes of the world have been on Paris this summer as it hosted the 2024 Olympic and Paralympic Games. Ever wonder how a local Olympic Organising Committee grapples with the gargantuan task of planning for and hosting these massive international events? Where do you even start? The answer is Knowledge Management.
Background
The International Olympic Committee (IOC) started developing a Knowledge Management (KM) programme during the preparations for the Sydney 2000 Olympics and formalised it by creating the Olympic Games Knowledge Management (OGKM) programme in 2005 along with an Information and Knowledge Management (IKM) unit. OGKM and IKM were combined in 2020 to form the Information, Knowledge, and Games Learning (IKL) unit, which is housed within the IOC’s Technology and Information Department.
The IKL and its predecessors have effectively captured and leveraged vast amounts of data and experiences from previous Olympic Games to help future organising committees (the local entities charged with putting on the Olympics), streamline operations, reduce costs, and enhance the planning and execution of future events. This comprehensive approach to knowledge management ensures that critical information is preserved and shared across different organising committees, fostering a global culture of continuous learning and improvement.
By adopting similar practices, international development organisations can enhance their capacity to document, share, and apply lessons learned from various projects and practices, leading to more efficient and impactful development interventions. Structured knowledge transfer and sharing activities can improve project planning, implementation, and evaluation, ultimately contributing to more sustainable, impactful, and scalable development outcomes.
Here are ten tips for effective knowledge management in international development, inspired by key practices adopted by the IOC:
1. Capture and document experiences
The first step is to gather and organise your information. The IOC uses a platform to hold all the data and information from activities and reports. To get a sense of the volume of material, the database covering the London 2012 Olympics alone has over 27,000 documents, 300 videos, and 9,000 pictures, as well as operations plans, logistics details, and media materials. The collection covers a full range of topics including infrastructure, transportation, security, and volunteer management, which are structured into an accessible repository for future organisers. The repository provides access to best practices, challenges faced, and solutions implemented.
While much of the processes of hosting the Olympic Games remain similar from event to event, sometimes a particular year presents unusual circumstances. During the Tokyo 2020 Olympics (moved to 2021 because of the pandemic, but still designated as 2020 by the IOC), organisers meticulously documented pandemic and heat-related protocols as well as remote coordination strategies, creating a comprehensive knowledge base for future events under similar conditions.
For international development organisations, capturing and documenting experiences helps build a repository of best practices, lessons learned, and innovative solutions that can be made available for new teams and locations. Having a usable repository can help provide the resources to guide future projects and enhance organisational memory. For individual projects, maintaining detailed records ensures continuity and knowledge transfer even if key personnel change.
2. Facilitate real-time observation and learning
An interesting element of the IOC’s knowledge-sharing activities is the Observer Programme, where a future host city visits its predecessor while that city is hosting the Games. For example, the Beijing 2022 organisers participated in the PyeongChang 2018 Observer Programme, gaining invaluable real-time insights into winter sports management, which informed their planning processes. Likewise, Tokyo 2020 organisers took part in Rio 2016’s Observer Programme, allowing them to observe live operations and apply these learnings to their event management process.
In international development, organisations and funders often seek to implement similar projects in different parts of the world. Consider the benefits of connecting current and future stakeholders in different locations to learn what processes and procedures can easily transfer and which might need to be altered. Real-time observation can be facilitated through field visits, shadowing, and on-the-ground evaluations. This could also allow relevant parties to see the impact of their interventions first-hand and adapt strategies accordingly. For individual projects, having team members observe similar projects can provide practical insights and reduce implementation risks.
3. Promote active learning and sharing
The IOC hosted online workshops and virtual seminars for Paris 2024 organisers, focusing on best practices and adaptations to health and climate challenges from previous Games. The Rio 2016 and PyeongChang 2018 Games saw collaborative learning sessions where organisers shared their experiences and solutions openly, enhancing the overall knowledge pool.
International development organisations can promote active learning through regular knowledge-sharing sessions, workshops, and collaborative platforms. This fosters a culture of continuous improvement and innovation. Individual projects can also benefit from creating forums where team members can regularly share insights and feedback. In addition to building KM capacity, these sessions can also build team members’ presentation skills and elevate their presence within the organisation.
4. Implement structured knowledge transfer
Engaging in structured knowledge transfer ensures that knowledge is not only captured, but is also systematically organized, stored, and made accessible for future use. This approach is a bit more informal than activities that are specific or more formal.
The Paris 2024 organising committee engaged in structured knowledge transfer sessions with Tokyo 2020, focusing on sustainability practices and managing large-scale events post-pandemic. During the Tokyo 2020 Games, relevant parties from Paris, Los Angeles (2028), and Brisbane (2032) took part in learning activities. Similarly, shadowing and secondments were utilised during the PyeongChang 2018 Games, allowing Beijing 2022 organisers to gain practical experience in various functional areas.
Structured knowledge transfer in international development can include mentorship programs, secondments, and formal handover procedures. This ensures that critical knowledge is retained and transferred effectively across teams and projects. For individual projects, structured debriefs and documentation at the end of project phases help preserve institutional knowledge that can be used for training, project renewals, or for planning and implementing similar projects in other locations.
5. Leverage technology for data capture
Knowledge management practices utilising technology have been key. The Tokyo 2020 organising committee used advanced data analytics and real-time tracking technologies to monitor athlete health and manage heat-related risks, providing critical data for future Games.Time-lapse cameras and automated tools were used during Rio 2016 to capture detailed usage data for key cost drivers, aiding in planning and resource allocation for future events. ILK is planning to leverage the internet-connected venues and Internet-of-Things sensors available in Los Angeles (2028) to obtain granular levels of data, automation, and real-time analytics.
We often think of KM as primarily a programmatic tool, but international development organisations can leverage technology such as GIS mapping, mobile data collection, and real-time monitoring tools to capture and analyse all kinds of data efficiently. Consider using technology to help analyse program costs and planning practices across projects to find best practices. For individual projects, using technology for data collection ensures accuracy and provides data to create actionable insights for decision-making.
6. Contextualise collected data
It’s one thing to collect all the data and knowledge, but making it useful is another task entirely. During the Tokyo 2020 Games, data collected during the event was later analysed and contextualised. As a result, detailed guidance on managing large-scale events during a health crisis was shared with Paris 2024 organisers. Data from Rio 2016 was contextualised and provided to PyeongChang 2018 organisers, helping them reduce guesswork in planning and resource management.
Contextualising data in international development involves analysing information within the specific cultural, social, and economic contexts of the local communities. This ensures that interventions are relevant and effective. For individual projects, contextual data analysis helps tailor strategies to local needs and conditions.
7. Create accessible knowledge repositories
How data and knowledge are made accessible is key. In the early days of the IOC’s KM program, Sydney 2000 created an extensive digital archive to serve as a valuable resource for operational planning for subsequent host cities. Fast forward, and Paris 2024 organizers have had access to the IKL’s digital repository of documents, images, and videos from previous Games, including from Tokyo 2020, to aid in their preparation and planning.
International development organisations could benefit from developing centralised, accessible knowledge repositories where all project-related documents, reports, and data can be stored. This enhances transparency and facilitates easy access to information. Individual projects can benefit from having a structured repository to ensure all team members have access and are able to utilise necessary information.
8. Encourage participation of relevant parties
Inclusivity is fundamental in a robust KM programme. The IOC involved local health authorities and international sports federations in planning for Tokyo 2020, ensuring diverse insights and comprehensive risk management strategies during the pandemic.
In international development, involving relevant parties such as local communities, government agencies, and NGOs ensures that diverse perspectives are considered, leading to more inclusive and sustainable outcomes. For individual projects, the participation of relevant parties can improve project relevance, foster local ownership, and enhance sustainability.
9. Focus on cost effectiveness
A key element of the IOC’s KM program is to capture data to help future Games reduce costs and complexity. For example, organizers can analyze cost data from prior games and implement efficient budget allocation and resource management strategies to reduce overall costs while maintaining high standards.
Cost-effectiveness in international development can be achieved by analysing previous project budgets, optimising resource allocation, and implementing efficient management practices. For individual projects, regularly reviewing expenses and making data-driven adjustments can help the projects stay within budget while achieving desired outcomes. Documenting these analyses and reviews in the KM system will ensure they can be accessed later by other teams.
10. Engage with research
The IOC collaborates with academic researchers by funding grants through two programs for researching various aspects of the Olympics from athlete experiences to post-Games use of venues, volunteer infrastructure, host country culture, managing corporate partner relationships, and more.
Partnering with academics to conduct research on various aspects of their interventions, structures, and impacts can allow international development organisations to gain insights that can inform their policies and practices. For individual projects, collaborating with researchers can provide evidence-based solutions and innovative approaches to address complex development challenges.
While the scale of the IOC’s programs is much larger than most international development projects, the world’s largest continuing global event offers insights on ways to enhance data capture and create knowledge that can be used for more effective planning, implementation, and evaluation of development programs.
Contributor: Pamela Hobbs, Senior Knowledge Management Consultant, Consult KM International
consultkm.org 