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September 09, 2021

Knowledge transfer Template

Businesses can never stop learning. The knowledge transfer template is a way to do this in a systematic and organized manner. It's an easy-to-follow framework that provides you with the tools and techniques for transferring your company's expertise, skills, experience, or know-how from one generation of staff members to another. The knowledge transfer template is a simple yet powerful tool that will help you and your team organize information about what needs to be transferred from one person or department within the company. It's a great way of ensuring that nothing is left out in the process.

One of its best features is that it can be used for any business - not just those with multiple departments or employees. In addition, the format means that everyone involved knows exactly what they need to do when it comes time for their knowledge transfer session, which helps avoid confusion and mistakes

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Knowledge transfer template

Different knowledge transfer methods

  • Knowledge Interview- A knowledge interview is an informal, non-threatening way to gather information from your employees. It provides you with a chance to learn more about their work and how they perceive their job. A knowledge the interview can be done in person or over the phone. The idea behind this type of interview is that it allows managers to ask follow-up questions and get additional details, if necessary, without feeling as though they are interviewing someone for a position that may make them feel intimidated.
  • Knowledge mappingThe term knowledge mapping is often used in business, psychology, and education. It's a technique that can help you to organize your thoughts and understand complex topics more quickly. Knowledge mapping is effective for many people who have trouble with learning new information and those who is trying to capture their thoughts on paper or digital media?
  • Documentation- Documentation is intended to provide a guide for knowledge transfer. It includes a general outline of what should be included in each section and guidelines on how to create the most helpful knowledge transfer process.

Knowledge transfer levels in the project management 
There are different ways of transferring knowledge associated with different levels:
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knowledge transfer

  • Individual Level- Transferring knowledge from a person involved in a project is one of the most challenging tasks. Every individual has a unique skill set that can benefit the companies in numerous ways. Many times, the people who are outside the network won't get an opportunity to gain knowledge. Companies use two methodologies to gain understanding from individuals. 
  • Incentives Companies offer incentives in exchange for the knowledge shared by the individuals. 
  • Data repositoryThe PMO is responsible for building a data repository so that individuals who lack knowledge have early access.
  • Organizational levelKnowledge transfer from and to organizations depends on the data repository system and data quality derived from individuals. The people involved in transferring knowledge are PMO managers, programmer directors, or portfolio managers. Knowledge transfer provides many benefits to organizations, like improved customer service and higher quality products or services. 

Stages of Knowledge Transfer

  • Knowledge generation- Knowledge generation is the process of creating new knowledge. Knowledge can be generated in many ways, such as through brainstorming sessions or by reading and analyzing data sets. In addition, knowledge is caused by an idea modified, polished, and upgraded through social interaction or trial and error.
  • Knowledge representation- The understanding of the process of any field depends on how the knowledge is presented. Many measures can be used like operation manuals, video presentations, interactive training modules.
  • Knowledge accessibilityWhen knowledge is not available to the concerned members who require it, it is useless. Ensure easy accessibility by reducing the processor security measures involved to access the knowledge unless it is risky. 

Key steps to follow during the knowledge transfer process


  • Identify knowledge- Determine the sources of knowledge and the kind of information required regarding your process. The process of identifying knowledge begins once you understand your requirements. Identify your team's functions and categorize your team into groups to gather requirements. 
  • Prioritize information- Once you get the sources and knowledge requirements, prioritize what information needs to be shared. This is important to prevent unnecessary transfer of knowledge, which will impact productivity levels and save time. Classify the knowledge based on its importance and keep it on a high priority to be shared immediately.
  • Assign responsibilities- Keep certain people in charge who are highly skilled to share the knowledge. You can record the start date, end date, number of sessions conducted, and the overall progress of the knowledge-sharing sessions. Any knowledge areas that require special attention should be documented in the notes.  
  • Transfer approaches- Use different strategies to share your knowledge as shown below:
    1. Personalized coaching- This practice comes into use when a smaller number of people access knowledge. This allows the learners to increase their understanding and clear their doubts
    2. Community learning- It involves a group of people who share a common interest, subject, or problem form a group and regularly connect to brainstorm ideas
    3.   Job shadowing- This involves an employee partnering with a more experienced employee to learn about the process. This saves time, and the learner gets practical exposure.
  • Knowledge storage- Knowledge, once transferred, should be stored in duplicate form for future references. There should not be a need to identify, collect or prioritize information unless the subject is new to the organization. Knowledge can be transferred either through documents or digital format. Consider having information security and privacy while transferring and storing knowledge.
  • Building a knowledge-sharing culture- Many people are highly skilled in their domains but fail to share knowledge due to lack of communication or egoistic reasons. It would help if you convinced them that their knowledge is a valuable asset to the company. Have a good recognition system to reward people who share knowledge. Also, roll out various incentive plans if any ideas fail. This will eliminate the fear of failure and encourage people to present any sort of idea
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