Every business goes through the natural transitions of employee turnover. Whether a manager is leaving for a career change or you’ve got an all-star temporary consultant relocating to another city – having a solid knowledge transfer plan in place is critical for getting the next person up-to-speed. Check out these top tips on how to create an effective hand-over plan:
First and foremost, create team documents and make them formal. When it comes to transferring knowledge and processes over accurately, there’s nothing better than clear communication and consistency. Take the time to write up checklists, sample templates and the step-by-step procedures of how to complete tasks for a specific job. Having an easy-to-follow method in place ensures other team members don’t have to “wing it” or “figure it out” on their own.
Two people might not be required for every job, but it’s often beneficial to do some internal cross-training, so you can mitigate the risk of one key person leaving with a head full of knowledge. By assuring you’ve taken the steps to train at least two people, this safeguards your workflow timelines and productivity as you’ll have effectively readied your staff in case of emergency need.
Whether Google Docs or convenient document management system, utilize technology to capture pertinent information whenever you can. This way, new comers don’t necessarily have to shadow a senior employee to receive full training or information to learn their new role successfully.
To get everyone on the same page, set up some informal gatherings, where team members can exchange information and develop knowledge alliances organically. By encouraging collaboration, employees can get used to working together (from different departments or otherwise), find and share relevant information.
Be Smart With Consultants
If you’ve hired some experienced consultants on your current projects, keep in mind their knowledge base is a valuable asset even after they’ve completed their deliverables and the project has wrapped. Make sure to plan their knowledge transfer to an internal employee who can take those notes and carry on once they’ve departed.
In order for any of these tips to work well, you’ll need to communicate the importance of knowledge transfer across your organization. Hold a short meeting to explain how this will be done and emphasize how a knowledge transfer plan essentially empowers employees to feel more confident doing their jobs. With a more in-depth understanding of the systems and tools around them, workers will become more engaged in their work.
For more information on knowledge transfer plan tips, contact us today!