The knowledge of your employees is the most valuable asset in your company. However, this knowledge can only be fully utilized if it is shared and passed on efficiently. It becomes particularly critical when an employee leaves the company, moves to another department or - as could be the case more frequently in the upcoming ski season - is absent due to an accident. In such situations, there is a risk of losing valuable know-how and possible delays in day-to-day business. A well-structured and continuous transfer of knowledge ensures that knowledge remains within the company and that business operations continue to run smoothly - regardless of unexpected events.
However, in many companies, knowledge transfer is not organized optimally. This not only raises the question of why knowledge should be shared, but above all how companies can organize knowledge transfer efficiently. In this blog post, you will find out how you can take targeted measures to ensure a smooth and sustainable transfer of knowledge - both in the event of planned departures and unexpected absences.
What is knowledge transfer?
Knowledge transfer refers to the systematic process of transferring specialist knowledge, skills and experience from one person to another employee or department. Successful knowledge transfer ensures that critical information and skills are retained within the company - even in the event of personnel changes. The loss of valuable know-how can be avoided through well-organized knowledge transfer, which increases the company's efficiency in the long term.
Tip 1: Plan knowledge transfer in good time
A common danger is leaving knowledge transfer to the last minute. When employees leave the company or are unexpectedly absent, there is often not enough time to fully pass on the accumulated knowledge. Early and continuous knowledge transfer should therefore be an integral part of personnel and project planning.
By proactively shaping knowledge transfer and integrating it into your company's personnel development and knowledge management, you ensure that critical know-how is passed on in good time. In this way, knowledge does not remain tied to individuals and the company remains stable and productive even when there are personnel changes.
Tip 2: Identify and prioritize knowledge
In order to make knowledge transfer efficient, it is important to identify and prioritize the existing knowledge in the company. It is helpful to differentiate between explicit knowledge (easily documentable knowledge, such as process descriptions or manuals) and implicit knowledge (practical experience and personal insights gained in day-to-day work).
Compile a list of the most important work processes, projects and expertise. You can then use these questions to develop a targeted knowledge matrix to determine which knowledge should be prioritized:
- How much does this knowledge contribute to the core business? Knowledge that directly influences business success (e.g. central processes or technologies) should always have top priority.
- Is this knowledge unique to the company? Company-specific knowledge that is difficult to acquire from outside, e.g. from new employees, external consultants or providers, is particularly valuable and must be secured.
- How well is the knowledge disseminated within the company? If only one or two people have the knowledge, it is particularly risky and should be documented and passed on as a matter of urgency.
- How relevant is this knowledge for the future? Knowledge that is still needed due to technological or industry-specific developments should also have a high priority.
This analysis makes it possible to prioritize knowledge within the company and take appropriate measures to maintain it.
Tip 3: Identify and integrate knowledge carriers in a targeted manner
In every company, there are key people who have valuable specialist knowledge or important customer relationships. These knowledge carriers are crucial to the long-term success of the company. Identify these employees at an early stage and involve them in knowledge transfer in a targeted manner. Their contribution can not only significantly improve the exchange of knowledge, but also help to disseminate and secure critical know-how throughout the company.
Tip 4: Active knowledge transfer
Active knowledge transfer is the key to keeping knowledge alive. Methods such as on-the-job training offer an effective way of involving less experienced employees directly in work processes so that they can learn the necessary know-how in a practical way.
Shadowing, where an employee accompanies experienced colleagues in their day-to-day work, is also a valuable method of transferring tacit knowledge. Knowledge workshops and regular meetings offer additional opportunities to share best practices and experiences. This form of knowledge sharing also promotes collaboration and creates an open learning culture.
Tip 5: Integrate knowledge into processes and document it
In order to make knowledge transfer sustainable, it should be an integral part of company processes. This is not about daily exchanges, but about regularly maintaining and updating knowledge. Schedule fixed "knowledge maintenance" times in which teams review and update their process documentation, manuals and checklists. Systematic documentation of this kind ensures that knowledge not only remains up to date, but is also easily accessible for future employees.
Lessons learned documents from completed projects are particularly helpful. These experience reports offer valuable insights and help to avoid mistakes and increase the efficiency of future projects. Well-organized and centralized knowledge documentation ensures that crucial know-how remains within the company in the long term, even if employees leave the company or change internally.
Tip 6: Knowledge control
Knowledge transfer alone is not enough - it is equally important to regularly check whether the knowledge passed on is actually understood and applied. A knowledge check ensures that the know-how reaches the employees in full and is applied correctly. Various methods can be used here, such as
- Feedback loops: Actively seek feedback after a training session or handover to ensure that what has been learned has been understood. This allows you to quickly identify whether further explanation is required.
- Simulations or test runs: Let employees apply the knowledge they have acquired in practical situations, not only to test their knowledge, but also to promote confidence in dealing with new tasks.
Tip 7: Keep knowledge carriers in the company
To conclude: it is not only important to share knowledge, but also to keep the knowledge carriers in the company. Employees with valuable know-how are difficult to replace. Offer them clear career prospects, regular recognition and opportunities for further development. A strong corporate culture and a good work-life balance also help to ensure that knowledge holders feel committed to the company in the long term - and thus not only the knowledge but also the expertise remains within the company.
Closing words
Well-organized knowledge transfer is essential in order to retain your employees' expertise within the company in the long term. Through the targeted identification of knowledge carriers, the integration of knowledge transfer into your company processes and systematic documentation, you can ensure that critical knowledge is retained even in the event of personnel changes.
Promote a culture of knowledge sharing in which your employees are encouraged to share their knowledge. This will make your company more resilient and future-proof in the long term - regardless of what the future holds.