How long does it take to implement a Knowledge Management System?

In our modern digital world, every single business, large or small, possesses a large amount of information and data, and with each passing day, the amount continues to grow.

If companies wish to benefit from and use this data properly, there is a pressing need for a system to be in place that can collect, store, and manage it efficiently and effectively. This is known as knowledge management and it is typically managed by a Knowledge Management System (KMS), something that can be implemented by any business.

Implementing a Knowledge Management System

Implementing a KMS can help prevent your company from wasting time, money, and other resources on the discovery, collection, and overall management of key data. The time it takes to properly implement a KMS depends on your company processes and how much information and data you currently possess, collect and wish to manage in the KMS.

There is no one-size-fits-all approach to implementing a KMS and timeframe depends on various factors.

For some organisations, particularly smaller start-ups, implementation is instant and seamless. This is quite the contrast to larger organisations or those that are more complex by nature where successful implementation can take days, weeks, and, in rare circumstances, months.

Aiding the Implementation Process

Whilst the overall implementation timeframe is largely beyond the control of an organisation, there are several things that can be done to help facilitate the implementation process and make it more efficient.

Know your objectives for knowledge management

Prior to selecting a knowledge management solution and undergoing the implementation process, it is important to define your objectives and goals.

Identify both short and long-term goals and objectives that take account of your organisation’s overall problems and help to support what drives your company forward. Your short-term KMS objectives should help to ensure that your knowledge management endeavours are on the right track and your long-term objectives should help to manage the bigger picture.

Consider more than technology alone

Successful implementation of knowledge management considers more than technology alone, this is something that many organisations fail to understand. Whilst technology addresses how you choose, configure, and utilise the tools that enable knowledge management, you should also consider:

  • People
    Your organisation’s people represent how you increase the ability of individuals within your organisation to disseminate their knowledge
  • Processes
    These help you establish governance and best practices for the facilitation of accurate collection, management, and sharing of knowledge
  • Content
    It dictates how you control and modify organisational structures to facilitate cross-discipline awareness and expertise
  • Measurement
    All this should be continuously measured and analysed for ongoing success and maximum benefit.

It is important to know that alone, technology cannot deliver a comprehensive solution; you must ensure that technology supplements the above four components before starting your knowledge management project.

Be ready for the demands of implementation

Implementing a KMS requires leadership and resource. If you are ready for the challenges that lay ahead due to sufficient preparation, you should find that implementation will be infinitely easier and a lot more seamless.

So long as your organisation is recognising and publicising the value and benefits that knowledge management is bringing with it, particularly to your employees there will likely be a lot less resistance. As you go through the implementation process and get to grips with knowledge management, regularly reflect on the short-term benefits and continue to focus on your long-term goals.

Prepare for change

Knowledge management is not just the application of a technology solution, it involves a change to the way your employees share the knowledge that they possess, collect, and develop. Lots of companies struggle to prepare for the change that a KMS brings and this can cause a delay to realising the benefits.

By moving away from a “knowledge is power” attitude that curtails knowledge sharing through the rewarding of individual performance, you start to get maximum benefit out of your knowledge management affairs and move towards a knowledge-driven organisational culture.

Often, organisations are unaware that this is the case and fail to prepare for the changes that knowledge management brings. Whilst employees may be resistant to these changes, it is important to persevere.

Implementation Needn’t Be Complicated

Whilst implementing requires focus, leadership and resource it doesn’t need to be complicated and by being prepared, the process will be far quicker and more efficient. Although implementation time depends on many factors there are steps you can take to streamline the process.

Organisations that take the plunge and implement a knowledge management system very quickly begin to see the benefits, they manage data and information, enhance decision making, become more effective and ultimately impact on an organisations results.

Get a quick overview so you can spend your time improving your processes.

You can easily define and set up processes according to your own needs using a convenient layout tool. In addition, since all types of workflow processes can be managed, you get all case management in one single system. 

Analyses, statistics and reports give you an unbeatable overview with real-time status and division of responsibility. Nothing has to fall through the cracks anymore and you always have an accurate and up-to-date base for decision-making.

CANEA Process is a tool that allows you to model and share business processes in an easy-to-use graphical web interface.

Seeing is understanding

Visualisation gives all employees an understanding of the organisation’s processes, activities, responsibilities and information flows.

Living processes

Identifying working methods while making it easy to update is the basis for continuous improvement of processes.

Create a complete picture

Linking together documents, information and tools with clickable process maps create an intuitive and comprehensive management system.

CANEA Workflow is an IT solution that automates, quality-assures and speeds up administrative workflow processes.

You can easily define and set up processes according to your own needs using a convenient layout tool. In addition, since all types of workflow processes can be managed, you get all case management in one single system. 

Analyses, statistics and reports give you an unbeatable overview with real-time status and division of responsibility. Nothing has to fall through the cracks anymore and you always have an accurate and up-to-date base for decision-making.

By creating executable processes in CANEA Workflow, you get both better control of the situation and smoother processing.

Streamlining the work

Ensure compliance and that handovers are done correctly and with the right information.

Correct decision support

You get an unbeatable overview of the processes in real time, with both clear reports and clear diagrams.

Improve processes continuously

Our process support can be constantly adapted to changing needs and requirements. In this way, we give you the best possible conditions for your daily work.

A document management system without complicated folder structures.

CANEA Document combines simple and intuitive search features with powerful features for managing documents from a life cycle perspective.

Maximum availability
Search and find information quickly based on what you need, not where it is stored.

High security
Ensure accuracy, changes and access to all information – with high traceability.

Fulfils requirements
Manage information according to standards, legislation and other requirements for document management.

CANEA Document supports everything from production, publication and modification to archiving and deletion – with full traceability and version management.

CANEA Document provides secure management of all types of documents – in one place. Tagging the information with metadata creates a virtual, multidimensional folder structure. This means that a document appears in multiple locations at the same time, with authorisation-controlled access. The right information in the right place for the right users at the right time!

You can usefully add your company’s process-oriented management system to CANEA Document. All production and distribution of documents is quality-assured and streamlined. In addition, your employees always have access to the most up-to-date version of the documents – directly via intranet, tablets and mobile phones.

Improve the performance of your project activities

CANEA Project is a comprehensive project tool with integrated support for all types of projects and parties– such as management, resource owners, clients, project managers and project participants. CANEA Project gives you an excellent overview of your entire project portfolio, including profitability and status, making it easier to prioritize and make decisions.

CANEA Project shares all important project information with both internal and external members.

Let your project manager focus on management rather than administration and distribution of the information.

Gather all project information in one place and make it available to both internal and external members.

Helps you with prioritization of projects, resource management and analysis of portfolios and programs.

Make reality of the strategy

CANEA Strategy makes it possible for organisations of all sizes to create a unique common thread from the strategic work to the daily operations. We do not just provide performance management tools but rather a completely new generation of IT support for strategy activation. The system guarantees and provides support throughout the chain from strategy to execution. You get no results without action. CANEA Strategy makes it possible in practise! 

CANEA Strategy ensures and provides support throughout the entire journey from strategy to execution.

Create a shared understanding of the strategy, the goal to achieve and how.

Gives management an unbeatable overview of what’s happening, how it’s progressing, and why.

Creates a clear common thread from the strategy to project, initiatives and actions.