Knowledge Transfer Template: Effective Intranet Tools To Manage Knowledge Transfer
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The document discusses the importance of knowledge transfer within organizations, particularly as a significant number of baby boomers retire, taking valuable knowledge and expertise with them. It highlights the necessity for companies to develop systematic approaches to capture and transfer knowledge, using tools such as a knowledge transfer template integrated into their intranet. The template serves to facilitate the transfer of explicit and tacit knowledge, ensuring smooth transitions and effective succession planning.
Knowledge Transfer Template: Effective Intranet Tools To Manage Knowledge Transfer
- 1. KNOWLEDGE TRANSFER TEMPLATE EFFECTIVE INTRANET TOOLS TO MANAGE KNOWLEDGE TRANSFER
- 2. Knowledge transfer is now a critical issue for many companies. With the baby boomer generation currently retiring in their droves, the organizational spotlight has well and truly been thrown on knowledge management. Finding effective ways to transfer the accumulated company knowledge of baby boomers or any departing employee is now more important than ever. And in today’s sophisticated and complex digital workplaces, a quick chat with an outgoing colleague is no longer sufficient. Businesses need to develop smarter, more systematic ways to capture and transfer all that key data and information. In these slides, we look at how a knowledge transfer template facilitated through the company intranet is one very practical tool that can help in this important battle.
- 3. WHAT IS KNOWLEDGE TRANSFER? Knowledge transfer is the processes by which organizations share and exchange knowledge, expertise, specific occupational information and accumulated wisdom between colleagues and employees. There are different types of organizational knowledge: Explicit knowledge is the step-by-step processes one needs to complete a specific task. This type of knowledge is comparatively easy to transfer, usually in the form of manuals, databases or standard operating procedures. Tacit knowledge, however, refers to on-the-job experiences, accumulated wisdom and insights and is much more difficult to capture and transfer. An effective organizational knowledge transfer system needs to address both forms of knowledge, which are of equal importance.
- 4. Think for a moment about what would happen in your business if a key member of staff was to suddenly leave before a handover could occur? Could your company transition a colleague into the role with the minimum amount of impact on key deliverables? For far too many companies the answer to these questions is at best, perhaps, and at worst, no. What’s more, it’s estimated that up to 10,000 baby boomers are retiring every day in the US. Those currently retiring or approaching retirement have often been with the same employer for many years. As a result, they have a wealth of tangible and intangible knowledge, expertise and wisdom. Businesses can no longer ignore the issue of knowledge management. Its potential impact on productivity, competitiveness and the efficient and effective management of operations is obvious. But with so much already on the corporate to-do list, how do companies begin to tackle this important issue? It doesn’t have to be a tortuous process. Using your existing company intranet, it’s possible to set up a knowledge transfer template that will be a very important first step on the road to effective management of knowledge transfer. WHY KNOWLEDGE TRANSFER IS IMPORTANT
- 5. HOW TO CREATE A KNOWLEDGE TRANSFER TEMPLATE What exactly is a knowledge transfer template? Essentially it’s a list of questions or areas that need to be captured for an effective transfer of knowledge. It can be as detailed or as simple as you like depending on the role or project. It could take the form of a straightforward checklist, or it might have multiple layers of detail. A knowledge transfer template, for example, could be created using an intranet’s drag and drop forms builder. One of the benefits of using this approach is that you can make sure that before the form is submitted, all of the required template fields have been filled out. You could also use a simple workflow to manage the review and then sign off that the knowledge transfer was completed satisfactorily. Alternatively, you can utilize an intranet-embedded G Suite or Office 365 app to create an Excel-style spreadsheet as your template. The great advantage of embedding a Google or MS Office app in this way is that important contextual information can be conveyed alongside the template. This could be instructions on how to complete the template through to links to key documents and files relating to the knowledge being transferred, or even how-to videos and podcasts.
- 6. WHAT INFORMATION NEEDS TO BE INCLUDED Obviously, a lot depends on the role or specific knowledge that is being transferred. However, it’s likely there will be a broad range of information in common and so it’s possible to create a standardized template that is capable of being tweaked to reflect specific functions or roles. The following areas are likely to be found across a broad range of roles and projects:
- 7. Name Name of skill, task or knowledge area. Basic Information Basic information on who is completing the knowledge transfer and any special transition or handover arrangements. Objectives & Responsibilities The objectives of the role and key responsibilities, including any direct reports. Deliverables Information on deliverables, such as a full list of work in progress and a project or task status report for all deliverables including those that have not yet been started. Meetings A schedule of meetings – dates, times and attendees for all regular meetings and an intranet link to the database of minutes and agendas. Contacts A full list of key relationships and contacts both internal and external. Compliance & Reporting Information on any internal or external compliance and reporting requirements. Information Details on where key information is stored and how it can be accessed. Usually, this will be elsewhere on the intranet and so there needs to be a link to the relevant page where all the essential reference material, standard operating procedures, policy documents, manuals and so on are stored. Budgetary & Financial Budgetary information including personal reporting responsibilities as well as the overall team or project financials. Risks Details on the management and mitigation of risks that are assigned to the role and the wider team. Lessons Learned This reflects the need to transfer tacit wisdom as well as hard facts and figures. It’s an opportunity to pass on the accumulated insights, understanding and expertise that the current job holder possesses. This list is not exhaustive, but offers a starting point for you to think about the kind of knowledge that needs to be captured and transferred. Download a Microsoft Word version of the knowledge transfer template here: knowledge transfer template.docx
- 8. TIMING OF COMPLETION As well as utilizing knowledge transfer templates to capture and pass on organizational knowledge, some companies are also using them as a means of managing the workflow of teams and projects. Other companies complete knowledge transfer templates when a post holder is about to retire or leave the organization or the staff member may have moved on to a new role with a different team. It’s also a good idea, where practical, to get staff members to complete a knowledge transfer template perhaps every 12 months to safeguard against unforeseen staff departures such as ill health.
- 9. KNOWLEDGE TRANSFER METHODS Another important aspect to consider when developing your knowledge transfer template is the different learning styles apparent in the workplace. Visual learners prefer pictures and diagrams and so videos, webinars and infographics will be useful transfer tools for these types of learners. Auditory learners prefer to listen to information and so podcasts are the obvious means to engage with these learners. Other staff members will be reading and writing learners who will have a natural preference for quizzes, checklists and wikis. Finally, kinesthetic learners prefer to acquire knowledge by doing and so simulations and role play, as well as mentorships will appeal to this group. Your organization’s knowledge transfer template will need to address these different learning styles and should offer a variety of ways to transfer to the recipient the knowledge required to perform their role.
- 10. KNOWLEDGE TRANSFER TEMPLATE: SIMPLE AND EFFECTIVE If your organization understands the importance of knowledge management but is struggling with the complexities, then developing a template is a relatively simple way to take a step forward. Easily achievable using the company intranet, a knowledge transfer template means that your business will be taking advantage of all that priceless organizational know-how, ensuring smooth transitioning and succession planning as well as safeguarding the continued delivery of operations. Get started on developing your knowledge transfer template today. Get in touch with us here at MyHub to discover how the MyHub intranet can support the effective transfer of knowledge in your business.