Knowledge management in higher education: a meta-synthesis of success factors, challenges, and implementation strategies

Document Type : Original Research Paper

Authors

1 Master of Educational Administration, Faculty of Psychology and Education Sciences, Allameh Tabataba'i University, Tehran, Iran.

2 Assistant Professor, Department of Educational Sciences, Faculty of Social and Cultural Sciences, Imam Hossein Comprehensive University, Tehran, Iran

10.47176/smok.2024.1792

Abstract

Purpose: This study aims to conduct a comprehensive qualitative meta-synthesis of knowledge management implementation in higher education institutions, focusing on identifying critical success factors, challenges, and implementation strategies. The research seeks to develop an integrated framework that captures the multifaceted nature of knowledge management in academic settings while providing practical guidelines for successful implementation.
Methodology: The study employs a systematic qualitative meta-synthesis methodology following Sandelowski and Barroso's (2006) seven-step approach. From an initial pool of 80 articles published between 2018 and 2023, nine high-quality studies were selected through rigorous inclusion criteria. The research utilized systematic database searches across Web of Science, Scopus, and Google Scholar. The selected studies were analyzed using qualitative content analysis to identify recurring themes, patterns, and relationships. The Critical Appraisal Skills Programme (CASP) was employed to ensure methodological rigor, and peer review was used to enhance the reliability of the findings.
Findings: The meta-synthesis revealed five critical success factors for knowledge management implementation in higher education:
1. Supportive organizational culture emerged as the most crucial factor, emphasizing the need for trust, transparency, and continuous learning values.
2. Information technology infrastructure was identified as essential for facilitating knowledge storage, retrieval, and sharing.
3. Senior management support was found to be vital for resource allocation and strategic alignment.
4. Reward and motivation systems were recognized as crucial for encouraging knowledge-sharing behaviors.
5. Flexible organizational structure was determined to be necessary for facilitating cross-departmental collaboration and knowledge flow.
The study also identified significant challenges, including:
- Resistance to change among academic staff
- Lack of knowledge-sharing culture
- Resource constraints (both financial and human)
- Bureaucratic organizational structures
- Limited understanding of knowledge management benefits
Implementation strategies were categorized into three main areas:
1. Cultural interventions (fostering trust, promoting collaboration)
2. Structural modifications (creating knowledge management roles, establishing communities of practice)
3. Technological solutions (implementing knowledge management systems, developing digital repositories)
The research culminated in developing a comprehensive conceptual model that illustrates the interrelationships between success factors, challenges, and implementation strategies in academic knowledge management.
Research limitations: Several limitations should be considered:
- The relatively small sample size of nine studies may not capture all relevant perspectives
- Geographic concentration of studies in specific regions may limit global generalizability
- Lack of access to raw data from primary studies restricted certain types of analysis
- Temporal limitations of selected studies may not reflect the most recent developments
- Methodological variations across studies complicated direct comparisons
These limitations suggest opportunities for future research, including:
- Longitudinal studies examining long-term impacts of knowledge management initiatives
- Cross-cultural comparative studies of knowledge management implementation
- Investigation of emerging technologies' impact on academic knowledge management
- Studies focusing on knowledge management's role in achieving sustainable development goals
- Research on the relationship between knowledge management and intellectual capital in universities
Practical implications: The study provides several actionable recommendations for higher education institutions:
1. Develop comprehensive knowledge management strategies aligned with institutional objectives
2. Implement targeted training programs to enhance awareness and skills
3. Design appropriate incentive systems to encourage knowledge sharing
4. Review and modify organizational structures to facilitate knowledge flow
5. Invest in suitable information technology infrastructure
6. Create specialized knowledge management roles and teams
7. Establish regular knowledge-sharing sessions across departments
8. Develop knowledge repositories and information banks
9. Implement mentoring programs for tacit knowledge transfer
10. Regular assessment of knowledge management effectiveness
The findings emphasize the need for a holistic approach that addresses cultural, structural, and technological dimensions simultaneously. The study provides practical guidelines for academic leaders and administrators implementing knowledge management initiatives.
Originality/value: This meta-synthesis offers several unique contributions to the field:
1. Provides a comprehensive and integrated perspective on knowledge management in higher education by synthesizing recent qualitative research
2. Develops a novel conceptual framework that captures the dynamic relationships between success factors, challenges, and implementation strategies
3. Offers practical, evidence-based recommendations for academic institutions
4. Identifies gaps in current understanding and suggests directions for future research
5. Addresses the complex interplay between organizational culture, technology, and human factors in academic knowledge management
6. Contributes to the theoretical understanding of knowledge management in educational contexts
7. Presents a systematic analysis of implementation challenges and corresponding solutions
The study's value lies in its synthesis of diverse perspectives and experiences, providing a robust foundation for both theoretical advancement and practical application in higher education knowledge management. It serves as a valuable resource for academic leaders, administrators, and researchers working to enhance knowledge management practices in higher education institutions.
The findings underscore the importance of adopting a systemic, long-term approach to knowledge management implementation, recognizing that success requires careful attention to cultural, structural, and technological factors. This research contributes to both the theoretical understanding of knowledge management in academic settings and provides practical guidance for its implementation.

Keywords

Main Subjects

Copyright ©, MohammadHosein Zerafati, Reza Hosseinpour

License

Published by Imam Hossein University. This article is published under the Creative Commons Attribution (CC BY 4.0) licence. Anyone may reproduce, distribute, translate and create derivative works of this article (for both commercial and non-commercial purposes), subject to full attribution to the original publication and authors. The full terms of this licence may be seen at http://creativecommons.org/licences/by/4.0/legalcode

References

Abounoori, E., Saeedi, P., Niazi, I., & Zanganeh, M. (2011). Investigation and explanation of knowledge management infrastructures in selected universities. Educational Management Research Journal, 3(1), 91-116. http://irdoi.ir/062-927-552-340  (In Persian)
Adhikari, D. R., & Shrestha, P. (2023). Knowledge management initiatives for achieving sustainable development goal 4.7: higher education institutions’ stakeholder perspectives. Journal of Knowledge Management, 27(4), 1109-1139.‏ https://doi.org/10.1108/JKM-03-2022-0172
Agar, M. (1990). Meta-ethnography: synthesizing qualitative studies. The Journal of Nervous and Mental Disease, 178(7), 466-467.‏
Ahmad, A., Alam, M. S., Kirmani, M. D., & Madsen, D. (2023). Why do academicians share knowledge? A study of higher education institutions in India. Frontiers in Psychology, 14, 1181030.‏ https://doi.org/10.3389/fpsyg.2023.1181030
Al-Kurdi, O., El-Haddadeh, R., & Eldabi, T. (2018). Knowledge sharing in higher education institutions: a systematic review. Journal of enterprise information management, 31(2), 226-246.‏ https://doi.org/10.1108/JEIM-09-2017-0129
Altbach, P. G., Reisberg, L., & Rumbley, L. E. (2019). Trends in global higher education: Tracking an academic revolution (Vol. 22). Brill.
Barney, J. B., & Arikan, A. M. (2005). The resource‐based view: origins and implications. The Blackwell handbook of strategic management, 123-182.‏ https://doi.org/10.1111/b.9780631218616.2006.00006.x
Bazargan Harandi, A. (2022). Quality assessment in higher education. Tehran: Institute for Cultural and Social Studies. (In Persian)
Bilquise, G., & Shaalan, K. (2023). Critical Success Factors of Knowledge Management in Higher Education: A Systematic Review. In International Conference on Emerging Technologies and Intelligent Systems (pp. 228-239). Springer, Cham.‏ https://doi.org/10.1007/978-3-031-25274-7_19
Bondas, T., & Hall, E. O. (2007). Challenges in approaching metasynthesis research. Qualitative health research, 17(1), 113-121.‏ https://doi.org/10.1177/1049732306295879
Bozzano, M., Bruttomesso, R., Cimatti, A., Junttila, T., Ranise, S., van Rossum, P., & Sebastiani, R. (2006). Efficient theory combination via boolean search. Information and Computation, 204(10), 1493-1525. ‏ https://doi.org/10.1016/j.ic.2005.05.011
Chedid, M., Alvelos, H., & Teixeira, L. (2022). Individual factors affecting attitude toward knowledge sharing: an empirical study on a higher education institution. VINE Journal of Information and Knowledge Management Systems, 52(1), 1-17.
Chen, C. J., & Huang, J. W. (2009). Strategic human resource practices and innovation performance—The mediating role of knowledge management capacity. Journal of Business Research, 62(1), 104-114. https://doi.org/10.1016/j.jbusres.2007.11.016
Choy, C. S., & Suk, C. Y. (2005). Critical factors in the successful implementation of knowledge management. Journal of knowledge management practice, 6(1), 234-258.‏
Davenport, T. H. (1998). Working knowledge: How organizations manage what they know. NewYork Harvard Business School.
Devi Ramachandran, S., Chong, S. C., & Wong, K. Y. (2013). Knowledge management practices and enablers in public universities: A gap analysis. Campus-Wide Information Systems, 30(2), 76-94.‏ https://doi.org/10.1108/10650741311306273
Dhamdhere, S. N. (2015). Importance of knowledge management in the higher educational institutes. Turkish Online Journal of Distance Education, 16(1), 162-183.‏ https://doi.org/10.17718/tojde.34392
Dixon-Woods, M., Cavers, D., Agarwal, S., Annandale, E., Arthur, A., Harvey, J.,... & Sutton, A. J. (2006). Conducting a critical interpretive synthesis of the literature on access to healthcare by vulnerable groups. BMC medical research methodology, 6, 1-13.‏ https://doi.org/10.1186/1471-2288-6-35
Eaton, J. S. (2015). An Overview of US Accreditation. Revised November 2015. Council for Higher Education Accreditation.‏
Eckel, P. D., & King, J. E. (2004). An overview of higher education in the United States: Diversity, access and the role of the marketplace.‏ http://hdl.handle.net/10919/84029
Elezi, E., & Bamber, C. (2022). Experiential examination of higher education partnerships in the UK: a knowledge management perspective. Journal of knowledge management, 26(1), 232-256.‏ https://doi.org/10.1108/JKM-06-2020-0489
Elrehail, H., Emeagwali, O. L., Alsaad, A., & Alzghoul, A. (2018). The impact of transformational and authentic leadership on innovation in higher education: The contingent role of knowledge sharing. Telematics and Informatics, 35(1), 55-67.‏ https://doi.org/10.1016/j.tele.2017.09.018
Erwin, E. J., Brotherson, M. J., & Summers, J. A. (2011). Understanding qualitative metasynthesis: Issues and opportunities in early childhood intervention research. Journal of Early Intervention, 33(3), 186-200.‏ https://doi.org/10.1177/1053815111425493
Etzkowitz, H., & Leydesdorff, L. (2000). The dynamics of innovation: from National Systems and "Mode 2" to a Triple Helix of university–industry–government relations. Research Policy, 29(2), 109-123. https://doi.org/10.1016/S0048-7333(99)00055-4
Etzkowitz, H., & Leydesdorff, L. (2000). The dynamics of innovation: from National Systems and “Mode 2” to a Triple Helix of university–industry–government relations. Research policy, 29(2), 109-123.‏ https://doi.org/10.1016/S0048-7333(99)00055-4
European Higher Education Area. (2020). Rome Ministerial Communiqué. Retrieved from http://www.ehea.info/
Farasatkhah, M. (2019). University and higher education: Global perspectives and Iranian issues. Tehran: Ney Publishing. (In Persian)
Fathabadi, H., Khalghi, A., Dehghan Najmabadi, A., & Sajeghe, N. (2022). Investigating the effect of knowledge management and entrepreneurial orientation on technology transfer between industry and university (Case Study: Zamyad Company and University of Tehran). Strategic Management of Organizational Knowledge, 5(3), 11-36. https://dor.isc.ac/dor/20.1001.1.26454262.1401.5.3.1.9 (In Persian)
Fathi Vajargah, K., Ebrahimzadeh, I., Farajollahi, M., & Khoshnoodifar, M. (2012). Internationalization of curriculum in Iran's higher education system: Challenges and strategies. Educational Sciences, 19(2), 45-66. (In Persian)
Fauzi, M. A. (2023). Knowledge hiding behavior in higher education institutions: a scientometric analysis and systematic literature review approach. Journal of Knowledge Management, 27(2), 302-327.‏ https://doi.org/10.1108/JKM-07-2021-0527
Finfgeld‐Connett, D. (2010). Generalizability and transferability of meta‐synthesis research findings. Journal of advanced nursing, 66(2), 246-254.‏ https://doi.org/10.1111/j.1365-2648.2009.05250.x
Fong, P. S., & Choi, S. K. (2009). The processes of knowledge management in professional services firms in the construction industry: a critical assessment of both theory and practice. Journal of Knowledge Management, 13(2), 110-126. https://doi.org/10.1108/13673270910942736
Fullwood, R., & Rowley, J. (2017). An investigation of factors affecting knowledge sharing amongst UK academics. Journal of Knowledge Management, 21(5), 1254-1271.‏ https://doi.org/10.1108/JKM-07-2016-0274
Galgotia, D., & Lakshmi, N. (2022). Implementation of knowledge management in higher education: A comparative study of private and government universities in India and abroad. Frontiers in Psychology, 13, 944153.‏ https://doi.org/10.3389/fpsyg.2022.944153
Ghaneirad, M. A. (2000). Sociology of the growth and decline of science in Iran. Tehran: Madineh Publishing. (In Persian)
Glaser, B., & Strauss, A. (2017). Discovery of grounded theory: Strategies for qualitative research. Routledge.‏ https://doi.org/10.4324/9780203793206
Grant, R. M. (1996). Toward a knowledge‐based theory of the firm. Strategic management journal, 17(S2), 109-122.‏ https://doi.org/10.1002/smj.4250171110
Haryani, C. A., & Suryasari, S. (2020). Critical Success Factors of Knowledge Management in Higher Education Institution. IJNMT (International Journal of New Media Technology) , 7(2), 111-118.‏ https://doi.org/10.31937/ijnmt.v7i2.1761
Hassaniahangar, M., Tavallaei, R., & Shadmanfar, M. (2023). Presenting the model of a wise core - a capable network for the role-playing of universities in the knowledge management of modern Islamic civilization issues based on imam khamenei's thought. Strategic Management of Organizational Knowledge, 6(4), 21-48. https://doi.org/10.47176/smok.2023.1659 (In Persian)
Hojjati, R., Masoudi Nodooshan, E., Shah Mohammadi, N., & Sobhaninejad, M. (2018). Designing and validating a model of knowledge management for university staff. Research in Educational Systems, 12(Special Issue), 509-526. (In Persian)
Hoon, C. (2013). Meta-synthesis of qualitative case studies: An approach to theory building. Organizational research methods, 16(4), 522-556.‏ https://doi.org/10.1177/1094428113484969
Ibarra-Cisneros, M. A., Reyna, J. B. V., & Hernández-Perlines, F. (2023). Interaction between knowledge management, intellectual capital and innovation in higher education institutions. Education and Information Technologies, 28(8), 9685-9708.‏ https://doi.org/10.1007/s10639-022-11563-x
Johnstone, D. B., & Marcucci, P. N. (2010). Financing higher education worldwide: Who pays? Who should pay?. jhu Press.‏
Khilji, N., & Roberts, S. (2012). Auditing the impact of knowledge management on human and technological resources in the UK local government planning process. VISTAS: Education, Economy and Community, 2(1), 72-90.‏ https://repository.uwl.ac.uk/id/eprint/476
Kidwell, J. J., Vander Linde, K., & Johnson, S. L. (2000). Applying corporate knowledge management practices in higher education. Educause quarterly, 23(4), 28-33.‏
Knight, J. (2003). Updated definition of internationalization. International higher education, (33). ‏
Kurdi, O. F. A. (2024). Factors affecting the use of online research collaboration platforms for knowledge sharing: evidence from knowledge-intensive organisations. International Journal of Business Innovation and Research, 33(4), 433-456.‏ https://doi.org/10.1504/IJBIR.2024.137604
Lee, H., & Choi, B. (2003). Knowledge management enablers, processes, and organizational performance: An integrative view and empirical examination. Journal of management information systems, 20(1), 179-228. https://doi.org/10.1080/07421222.2003.11045756
Liu, P. L. (2011). Empirical study on influence of critical success factors on ERP knowledge management on management performance in high-tech industries in Taiwan. Expert Systems with Applications, 38(8), 10696-10704.‏ https://doi.org/10.1016/j.eswa.2011.02.045
Madhooshi, M., & Niazi, I. (2011). Assessing the level of knowledge management in selected universities. Journal of Management Transformation, 3(Fall and Winter 2011), 116-137. (In Persian)
Maier, R., & Remus, U. (2002). Defining process‐oriented knowledge management strategies. Knowledge and process management, 9(2), 103-118.‏  https://doi.org/10.1002/kpm.136
Masa’deh, R. E., Shannak, R., Maqableh, M., & Tarhini, A. (2017). The impact of knowledge management on job performance in higher education: The case of the University of Jordan. Journal of Enterprise Information Management, 30(2), 244-262.‏ https://doi.org/10.1108/JEIM-09-2015-0087
Mavodza, J., & Ngulube, P. (2013). Knowledge management practices at an institution of higher learning. South African Journal of Information Management, 15(1), 1-8. https://hdl.handle.net/10520/EJC131471
Naderi, A. (2021). Economics of education. Tehran: Yastaroon. (In Persian)
Niazi, I., & Abounoori, E. (2011). Ranking of selected universities based on knowledge management infrastructures. Scientific Journal of Business Strategies, 9(50), 263-286. (In Persian)
Noblit, G. W., & Hare, R. D. (1988). Meta-ethnography: Synthesizing qualitative studies (Vol. 11). sage.
Nonaka, I., & Takeuchi, H. (1995). The knowledge-creating company: How Japanese companies create the dynamics of innovation. Oxford University Press. https://doi.org/10.1080/23735082.2023.2272611
Nonaka, I., & Takeuchi, H. (2007). The knowledge-creating company. Harvard business review, 8 (7/8), 162.
Oumran, H. M., Atan, R. B., Binti Nor, R. N. H., Abdullah, S. B., & Mukred, M. (2021). [Retracted] Knowledge Management System Adoption to Improve Decision‐Making Process in Higher Learning Institutions in the Developing Countries: A Conceptual Framework. Mathematical Problems in Engineering, 2021(1), 9698773.‏ https://doi.org/10.1155/2021/9698773
Paterson, B. L. (2001). Meta-study of qualitative health research: A practical guide to meta-analysis and meta-synthesis (Vol. 3). Sage.
Pham, N. T., Do, A. D., Nguyen, Q. V., Ta, V. L., Dao, T. T. B., Ha, D. L., & Hoang, X. T. (2021). Research on knowledge management models at universities using fuzzy analytic hierarchy process (FAHP). Sustainability, 13(2), 809.https://doi.org/10.3390/su13020809
Pokharel, M. P., & Choi, S. O. (2015). Exploring the relationships between the learning organization and organizational performance. Management Research Review, 38(2), 126-148. https://doi.org/10.1108/MRR-02-2013-0033
Prusak, R. (2019). Analysis of selected elements of knowledge management in the context of the size of the enterprise and the specifics of its activity. Management, 23(1), 90-104. https://doi.org/10.2478/manment-2019-0006
Quarchioni, S., Paternostro, S., & Trovarelli, F. (2022). Knowledge management in higher education: a literature review and further research avenues. Knowledge Management Research & Practice, 20(2), 304-319.‏ https://doi.org/10.1080/14778238.2020.1730717
Rahnavard Ahan, F., & Mohammadi, A. (2009). Identifying key success factors of knowledge management system in Tehran's faculties and higher education centers. Information Technology Management, 1(3), 37-52. (In Persian)
Rehman, U. U., & Iqbal, A. (2020). Nexus of knowledge-oriented leadership, knowledge management, innovation and organizational performance in higher education. Business Process Management Journal, 26(6), 1731-1758.‏ https://doi.org/10.1108/BPMJ-07-2019-0274
Rohajawati, S., Sensuse, D. I., Sucahyo, Y. G., & Arymurthy, A. M. (2016). Mental health knowledge management: critical success factors and strategy of implementation. Journal of Knowledge Management, 20(5), 980-1003.‏ https://doi.org/10.1108/JKM-10-2015-0378
Rowley, J. (2000). Is higher education ready for knowledge management?. International journal of educational management, 14(7), 325-333.‏ https://doi.org/10.1108/09513540010378978
Sadri, A. (2018). Establishment of knowledge management in Iranian universities. Research in Educational Systems, 12(43), 41-63. https://doi.org/10.22034/jiera.2018.83763  (In Persian)
Sahibzada, U. F., Latif, K. F., & Xu, Y. (2022). Symmetric and asymmetric modeling of knowledge management enablers to knowledge management processes and knowledge worker productivity in higher education institutes. Journal of Enterprise Information Management, 35(3), 729-756. https://doi.org/10.1108/JEIM-08-2020-0346
Sandelowski, M., & Barroso, J. (2006). Handbook for synthesizing qualitative research. springer publishing company.
Serenko, A. (2013). Meta-analysis of scientometric research of knowledge management: discovering the identity of the discipline. Journal of Knowledge Management, 17(5), 773-812. https://doi.org/10.1108/JKM-05-2013-0166
Shekari, M., Esmaeili Givi, M., & Keshavarz, H. (2016). Investigating knowledge management infrastructures and their impact on organizational intelligence in research institutes affiliated with the Ministry of Science, Research and Technology. Information Processing and Management Research Journal, 31(4), 1075-1097. (In Persian)
Supreme Council of Science, Research and Technology. (2022). Annual performance report. Available on the Council's official website. (In Persian)
Tavallaei, R., Haghighi Boroujeni, P., & Khalili, H. (2021). An Investigation on the Effect of Knowledge Management on the Strategic and Operational Performance of Organizations Through the Application of Organizational Excellence Model (EFQM 2020). Strategic Management of Organizational Knowledge, 4(3), 141-174. https://dor.isc.ac/dor/20.1001.1.26454262.1400.4.3.5.6 (In Persian)
Timulak, L. (2007). Identifying core categories of client-identified impact of helpful events in psychotherapy: A qualitative meta-analysis. Psychotherapy research, 17(3), 305-314. https://doi.org/10.1080/10503300600608116
Timulak, L. (2009). Meta-analysis of qualitative studies: A tool for reviewing qualitative research findings in psychotherapy. Psychotherapy Research, 19(4-5), 591-600. https://doi.org/10.1080/10503300802477989  
Walsh, D., & Downe, S. (2005). Meta‐synthesis method for qualitative research: a literature review. Journal of advanced nursing, 50(2), 204-211. https://doi.org/10.1111/j.1365-2648.2005.03380.x
Weed, M. (2005, January). " Meta Interpretation": A Method for the Interpretive Synthesis of Qualitative Research. In Forum Qualitative Sozialforschung/Forum: Qualitative Social Research (Vol. 6, No. 1). ‏ https://doi.org/10.17169/fqs-6.1.508
Zare, A. (2014). Improving organizational culture for establishing knowledge management in organizations. International Conference on Economics, Accounting, Management and Social Sciences. (In Persian)
Zimmer, L. (2006). Qualitative meta‐synthesis: a question of dialoguing with texts. Journal of advanced nursing, 53(3), 311-318. https://doi.org/10.1111/j.1365-2648.2006.03721.x

Files

History

  • Receive Date: 18 August 2024
  • Revise Date: 06 November 2024
  • Accept Date: 21 December 2024

Share

How to cite

Statistics