Practical tips on building a Knowledge Management Business Case

With the correct technology accompanying the appropriate processes and organisational culture, a commercial Knowledge Management system provides a quick and easy way to achieve the project goals from the outset and beyond. 

Often, in the long term this costs a lot less, particularly when taking into account the cost to do nothing, build costs and the time and effort to maintain a bespoke system. 

With no build, testing and system refinement/enhancement costs, the implementation of a 3rd party tool will provide security, a future proofed investment, with the ability to influence future product direction. 

And without the overhead of creating and enhancing a knowledge management system. 

Within any Knowledge Management project there are a range of components that you will need to take into consideration. Before we consider these elements, identifying the aim of the project is the first and most important, not only for buy-in from key Stakeholders but also to the end users of the Knowledge Management software; 

Whilst this may change as you learn about Knowledge Management benefits and as you seek additional stakeholder engagement, you will need to have a clear aim or vision of what your project is trying to achieve so this can be clearly articulated to each stakeholder. 

First of all, think about: 

  • How do your knowledge assets currently fail the business? 
  • What information issues are you are struggling with? 
  • Why is it difficult to find information at the point of need? 
  • Can you search using your own words? 
  • Where is your information stored? 
  • What content and repositories make up your information estate? 
  • Are your existing documents automatically tagged? 
  • Does your information estate evolve through usage? 
  • Is machine learning taking place across your information estate to promote documents used? 

It would also be good to understand: 

– What metrics do you need to prove your ROI – brainstorming with key stakeholders can gain some different perspectives from various business units and key knowledge consumers. 

– What metrics do you currently measure or would like to measure? 

Bringing in key stakeholders to gather requirements helps to enhance buy-in of the project further downstream. Caution should be applied though as this does need to be handled carefully. It is great if all stakeholders can provide input on how a Knowledge Management system will help them, however just because a feature is requested, this needs to be balanced with the value that will be derived from that element. Hence the need for strong project leadership. 

Any Knowledge Management project needs to have strong leadership – decisions that can be made quickly, with an overall understanding of the impact of why decisions have been made to either leave document sets in a certain repository, or if a migration exercise needs to take place. Without strong leadership and a strong communication plan, projects will fail. If not managed effectively scope creep can also be an issue. The nature of knowledge management projects means that key stakeholders should be involved, however projects should be managed and the key aims and objectives should be clearly communicated, regardless of when stakeholders join the team. 

A matrix often helps to establish where the savings and service improvements within your organisation will be gained; for an internal Business Case the following Knowledge Management Value Quadrant helps to split out the benefits across two key areas the employee and organisation, split into four sections; Staff interactions and Employee Effectiveness. Organisational Benefits include; Content Quality and Governance and Operational. 

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.