When knowledge management (KM) tools fall into disuse, it is rarely the technology at fault. The real problem is perception.
If people see KM as something “extra” on top of their workload, they will not use it. In law firms, where time pressure is constant, that perception blocks adoption.
For KM to be effective, it must be embedded into daily practice. That is why the first step in the LEXICON framework is to link KM to daily workflows. It tackles the most common barrier to KM adoption: “I’m too busy.” The solution is simple: make KM effortless.
Practical KM Workflows in Law Firms
The goal of this principle is clear: KM delivers value only when it fits seamlessly into everyday tasks. It should surface in the flow of work—while people are drafting documents, researching topics, pitching to clients, or managing a matter.
When KM is embedded in the workflow, it stops feeling like a chore and becomes the natural way of working. Lawyers are far more likely to use and contribute to systems that help them complete tasks faster.
This directly addresses the perception that KM activities are slow or inefficient. If contributing or retrieving knowledge takes too long, people abandon the process. However, when KM provides the fastest route to completing a task, adoption rises naturally. The system proves itself as an enabler, not an obligation.
4 Ways to Link KM to Daily Legal Workflows
Here are several strategies for linking KM directly to your firm’s processes and legal workflows:
Automate Knowledge Capture
To be effective, knowledge capture has to happen while the work is still fresh. A pop-up, automatic form, or built-in prompt within the workflow is far more effective than an email reminder a week later. Do not ask legal teams to upload their “lessons learned” weeks after a matter closes. Capture once, reuse many times.
Surface Knowledge in Context
Link precedents, templates, practice notes, or research resources directly into drafting environments and matter workspaces. Workspaces that combine documents, firm expertise, and social knowledge make collaboration natural and workflows easier.
Encourage Ownership
Tools that let experts contribute directly lower barriers to engagement. A knowledge management system with an “add to knowledge bank” feature empowers quick sharing, while KM professionals ensure quality standards.
Embed Organizational Knowledge Into Training
Feeding captured expertise straight into onboarding shortens the learning curve for new staff, reinforcing KM from day one. Think creatively with videos, audio, or even competitions to enhance training flexibility and effectiveness.
Building Institutional Memory Through Daily KM
Building KM into legal workflows also addresses the challenge of preserving expertise when people retire or move on. If knowledge capture is happening as part of day-to-day work, insights are steadily documented over time rather than in handover sessions. This means that when people leave, their tacit knowledge already exists within the firm’s systems, preserved and ready for others to reuse.
This applies across the business. Market intelligence delivered into client development systems strengthens pitches. Captured know-how supporting business services accelerates training and reduces duplication.
Turning KM Into a Business Advantage
Successful KM does not feel formal or forced. It should be woven into culture, processes, and technology so seamlessly that people do not notice they are “doing KM.” They are simply working better—with the right knowledge at the right time.
Linking KM to daily workflows transforms it from an administrative burden into a business advantage. It supports billable activity, reduces duplication, and improves client service. Most importantly, it builds trust. When people see KM saving them time, they return to it. Repeat engagement is what turns a tool into a habit.
This first principle is foundational. Without it, other elements of the LEXICON framework struggle. Champions lack credibility if the system feels like hard work. Value is hard to prove if no one is using the tools. Feedback loops collapse without engagement in the first place.
By making KM effortless, firms lay the groundwork for a culture of adoption and collaboration.
What’s Next in the LEXICON Series for Legal KM?
This post is the first in our series on the LEXICON framework for legal KM engagement. We have seen why linking KM to daily workflows is the essential first step.
Next, we will explore how to empower KM champions—respected colleagues who model best practices and influence teams across the firm.
Stay with us as we move through the framework and show how LEXICON can help your law firm not simply adopt KM tools, but unlock their full business value.
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