Across industries, organizations invest heavily in enterprise software to improve efficiency, compliance and workforce readiness. Yet, time and time again, we see the same pattern: the project launches successfully, the ribbon-cutting moment passes and usage quietly tapers off.  

The problem isn’t the technology. It’s the lack of operationalization. The real challenge lies in making the tool part of everyday work and a key element of the organization's operation.  

When it comes to knowledge management platforms, operationalization isn’t optional. It’s the bridge between owning the system and benefitting from it. 

Operationalization: The Overlooked Step

Operationalization is the process of embedding technology into workflows, decisions and habits of the workforce. It’s not just about installing software, it’s about:  

• Defining how it supports your strategic priorities
• Integrating it into daily operations
• Continuously measuring and improving its impact

Hexagon’s AcceleratorKMS^® was designed with this in mind. It offers integration capabilities, role-based access and mobile functionality to make it easier to turn knowledge into action.  

As Shelly Bates, President of Tanner Corporate Services and a Hexagon implementation partner for AcceleratorKMS, explains:

“Implementation is step one. Operationalizing it – that’s where the real value begins. You can implement technology all day – but if you are not operationalizing it to drive real impact, then you may not be fully leveraging its true value for your organization.”  

Why Knowledge Management Demands an Operational Plan 

Modern workforces are under pressure to move faster, comply with tighter regulations and adapt to constant change. A robust knowledge management system can:  

• Deliver just-in-time performance support directly in the workflow
• Ensure compliance with the latest policies and standards
• Shorten onboarding and training cycles
• Reduce errors and downtime through instant access to accurate information

However, these benefits don’t happen automatically. Without a governance structure, adoption champions and clear workflows even the best platforms risk becoming digital filing cabinets. Full of content but rarely used when it matters most.  

The Five-Step Approach to Operationalizing Knowledge Management

1. Define Goals and Use Cases 

Start with clarity: What are you trying to improve? Productivity, safety, retention? Align stakeholders across departments and document these objectives as your guideposts. For AcceleratorKMS users, these goals inform content structure, metadata and permissions.  

2. Build Governance from Day One

Assign ownership for content creation and updates, set review cycles and establish measurable KPIs to monitor adoption and impact. Use the solution's reporting capabilities to help track and communicate these results, ensuring stakeholders can see how the platform is being used and where improvements are needed.  

3. Integrate into Daily Workflow 

Make the system the path of least resistance. Embed AcceleratorKMS into your EAM, ERP or LMS systems, enable mobile access and use context-sensitive links or QR codes for quick retrieval, so the right knowledge is only seconds away.  

4. Empower Champions and Contributors 

Identify power users who can model best practices, mentor others and encourage a “capture and share” culture. Within the solution, contributors can easily add and update content, ensuring the platform stays relevant and valuable.  

5. Measure, Iterate, Improve  

Use analytics to identify what’s working and where gaps remain. Adjust taxonomy, refine processes and share success stories to keep momentum going. This solution’s dashboard and search reporting make it easier to see real-world impact.  

As Bates notes:  

“Data alone does not run a facility – people do. And no matter how advanced your system is, it only delivers real value if people know how to use it in the real world. Operators need clear, up-to-date procedures that reflect how the work really gets done. Crews need job instructions that make sense in the field, not just in a boardroom. Contractors need to see the same truth that the system shows and know exactly how to use it safely and efficiently.

“If a link is missing, people do what they have always done. They rely on tribal knowledge, old habits or local workarounds. And the system you worked so hard to build slowly drifts back toward confusion and inconsistency.

“True software adoption begins when we stop seeing employees as users and start honoring them as legacy bearers, overcoming resistance not by persuasion, but by valuing the knowledge they've built over time. Successful software solutions don’t replace experience, they elevate it. When employees see their legacy reflected in the future, they’re ready to build it with you.”

From Theory to Practice

Hexagon’s AcceleratorKMS is built for this exact kind of operationalization. Its flexible structure, integration options and performance-support features help organizations ensure employees have the right information at the right time.  

For example, Koch AG & Energy Solutions embedded the solution into their processes to create a consistent, searchable and accessible source of truth; leading to faster onboarding, improved safety and operational consistency across locations.  

Conclusion

In knowledge management, launch day is the starting point, not the finish line. By operationalizing your platform, you transform it from a repository into a results engine. The payoff: A workforce that’s informed, agile and ready for anything.  

Explore more about operationalizing your organization’s valuable knowledge with AccleratorKMS today.