What Is a Knowledge Transfer Plan?

A knowledge transfer plan is a written document that incorporates information for identifying, capturing, and disseminating knowledge. When there is a transition, a knowledge transfer plan is ideal. Or if a key individual leaves and they have crucial information. The plan would aid in providing a solution for what knowledge to record based on the risks and their type. Then, strategies are developed based on resources, availability, and priority. The techniques would include knowledge transfer methods and identifying knowledge sources.

Types of Knowledge

When it comes to interpretation and application, the various categories of knowledge have few distinctions. Employee training is not synonymous with knowledge transfer. It’s a typical misinterpretation of the term. The concept of “knowledge” extends beyond simply comprehending information. It promotes the development of talents through the acquisition of knowledge. That information would be “knowledge” if it is then wielded and applied.

Explicit Knowledge: The word “explicit” pretty much says it all. It means that it can be represented using either words or numbers. Consequently, it is easily transferable and usable. This includes legislation, numerical data, manuals, and literature such as books and published papers. These sorts of information are referred to as explicit knowledge. They could be obtained through reading or studying, or they could be shared during a discussion. As a result, they are verifiable types of knowledge that serve as true statements. “The sun is a star,” for example. The assertion is both truthful and universally recognized. Because explicit knowledge is communicated through books and charts, it is relatively straightforward to transmit and acquire. These are well-known facts. However, its comprehension would be entirely dependent on the receiver’s perspective and prior knowledge. Even if the statement is valid. As an example, written work instruction is an explicit knowledge. Tacit Knowledge: Tacit information is immaterial. Not abstract in the traditional sense, but something that can only be comprehended by experience. It is frequently difficult to explain and capture. Since it is subjective, knowledge might be personal or cultural. It can be explained, but without context, tacit knowledge is difficult to grasp. It is extremely difficult to document because it is a learnt knowledge gained via experience. The knowledge is documented by someone who is biased by their firsthand opinion. Sharing it with others, on the other hand, does not ensure a similar understanding. It is, however, vital knowledge, particularly as part of a transition plan. Why? As it is generally the culmination of information gathered over a lengthy period of time by experienced and skilled professionals. That means efficiency and effectiveness. A mentoring agreement would most likely make use of tacit knowledge in the distribution and sharing of information. Implicit Knowledge: The manner in which implicit knowledge can be learned differs from that of explicit knowledge. Explicit knowledge necessitates explicit documentation of data. It can take the shape of printed documents or PDFs, or it can just be something with a physical source. Implicit, on the other hand, can be obtained through another person. As a result, the information is explicit, but there is frequently no tangible documentation. This implies that it is not a fact, but rather something a person knows. Knowledge of how to drive, for example, is implicit. Driving is a skill that must be taught. And neither its approach nor its process is absolute or universal truths. When we drive, we have implicit information gathered through a widely established learning process. Or simply by watching. Babies, like adults, walk depending on what they perceive and their implicit comprehension of it. Contextual Knowledge: Some knowledge is or can only be used in a given context. “Inside jokes” function in a similar way. It contains tacit knowledge as well as contextual knowledge. It is critical that this newly gained knowledge be applied implicitly as well. The “context” is the most significant factor. As a result, specific conditions must be met for the knowledge to be used in context. The use of this newly learned knowledge would subsequently vary depending on the situation. It would imply that it could have an impact on any decision-making process, but not to the point of interfering with it. In contrast to explicit knowledge, where decisions can be halted based on the provided information which are proven to be facts. Contextual knowledge can aid in the completion of a task in a timely and precise manner by applying knowledge to a particular circumstance. Embedded Knowledge: Embedded knowledge is knowledge that is embedded in a process, information, culture, routine, and so on. It is the kind of information that can be found in rules and manuals. It can be obtained by following a process or following a specific routine. It is only possible to obtain it through going through the process. While the information may be found through explicit sources, such as writing, the knowledge itself is not explicit. The knowledge would not be obvious right away. Its comprehension, on the other hand, may be useful later. As an example, consider an individual training plan. Technically, a training has explicit goals. Nonetheless, repeating certain actions will not produce quick results. Physically, there may be. But intellectually, what it is attempting to impart may take some time to sink in. And when it does, it becomes an imbedded knowledge.

Benefits of a Knowledge Transfer Plan

Diverse forms of knowledge are also dealt with in very different ways. Their capture may differ, as may their transfer. A good knowledge transfer, on the other hand, has the potential to boost both the quality and quantity of work. It is easier to get desired objectives by following tried and true paths. An organization’s knowledge must continue to evolve. Using a kt plan template to create a knowledge transfer plan is only one method.

Faster Work Process: Knowledge transfer would entail the distribution of captured knowledge. The difficulty arises from the inability to articulate the “collected” information. This is also true of tacit knowledge. However, if knowledge transfer is successful, the business process will be considerably improved. How? When the transfer is successful, the recipient gains comprehension of how to use the knowledge efficiently. And if this knowledge spreads among coworkers, the work process will be sped up. Because everyone would have a shared knowledge of their jobs and objectives. They would also learn how to set priorities and balance their workload. If everybody understood their jobs, everything would move more quickly. And the annual work summary report could provide positive review. Increases Teamwork and Trust: When someone has the flexibility to change based on the knowledge they’ve received, trust is easy to create. That is because there is a shared and mutual awareness of each team member’s function. The primary goal of knowledge transfer is to improve comprehension and application of abilities rather than to train. The main reason is to be efficient and accurate. When such kind of behavior is reflected in a team, it is easy to understand everyone’s contribution. It boosts a person’s confidence in their ability to use this knowledge. It promotes their development and growth. It is easier to foster an environment in which everyone recognizes one other’s abilities. And acknowledge their critical role on the team. As a result, their faith in management and each other grows. It will later reflect on their teamwork and effort. The knowledge could also help new hires adapt more quickly. Dissemination of Knowledge: The gathering and dissemination of information is critical in an organization. This is because every aspect of the organization functions as a cog in a larger machine. If there is a way for each component to function as effectively and efficiently as possible, it must be employed. In this situation, keeping information without the goal of disseminating it is both selfish and ineffective. It not only prevents employees from learning and adapting, but it also stifles an organization’s advancement. Knowledge transfer could be a challenging endeavor. It is risky and presents numerous obstacles before, during, and after the process. That is why creating a knowledge transfer plan pdf is critical. It is critical to overcome any obstacles that could lead to a negative outcome. Some knowledge is difficult to communicate. However, it is also for this reason that mentoring, work shadowing, practices, and trainings are carried out. Employees are also better at self-evaluations when they become aware of their lack or improvement in skills. Adoption of Best Practices: What knowledge transfer may accomplish for its recipients is improve their adaptive skills. The information and knowledge that is frequently disseminated are tried and true practices. As a result, it would become the current “best” practice in this context. Knowledge is both practical and conceptual. Explicit knowledge is the greatest way to preserve and disseminate information. Abstract notions and other intangible knowledge may be difficult to teach or transmit. However, those also include the most inventive and unique approaches that are tailored to a certain situation. Not all written instructions, directions, and blueprints can provide a solution. Contextual and embedded knowledge is often the most meaningful as well. Efficient practices can be useful in keeping on track according to the timeline chart.

Steps On How to Make a Knowledge Transfer Plan

Within an organization, knowledge transmission is critical. There is vital information that is discovered and captured in a methodical manner. Which is to be disseminated throughout a company. So, let’s go over how to create a knowledge transfer plan step by step.

  • Step 1. Identify Risks

    Identifying the risks in a business or project is essential for determining what knowledge should be acquired. A knowledge transfer plan could be situation-specific. One of its goals, however, is to contain and address everything that may be covered. Risks could be posed by an employee departing. Or it could be the result of acquisitions and mergers. Key members of the team may be in possession of critical knowledge that will take time to obtain. This could put a project at risk and lead it to be delayed. It is critical to identify areas where concerns may arise.

  • Step 2. Gather Knowledge

    Identifying the risk aids in locating the knowledge bearer. In addition to the knowledge that needs be obtained. However, not every piece of knowledge is crucial. And gathering all of them could take a long time. Setting a priority for what knowledge should be obtained is fundamental. Which techniques are required to keep a project running? How many people are aware of this information? Furthermore, how many times will this knowledge be applied? It is critical that these are identified prior to obtaining knowledge. It would focus the search and capture of knowledge. When obtaining knowledge, it is important to indicate what type of knowledge is being gathered and for what purpose. Importantly, how will this knowledge be disseminated? Is it through mentoring, coaching, or work shadowing? What are the sources of information for tangible knowledge? Is there documentation? Is it a video? Those are crucial questions and sections to remember when obtaining information.

  • Step 3. Organize the Knowledge

    Organizing knowledge into categories will aid in the breakdown of knowledge transfer strategies. This could also aid in determining the types of tools required for knowledge transfer. Organize to determine which resources are available and which should be acquired. And the number people will contribute to and participate in its distribution.

  • Step 4. Create Knowledge Transfer Strategies

    It is critical to determine the type of knowledge being conveyed in a knowledge transfer plan. Or how the knowledge is prioritized and which categories they fall into. This is since their distribution may differ based on the type and availability of resources. This is a critical consideration while developing plans. During a knowledge transfer, there are numerous challenges. The holder’s availability, the specified systematic method of capture, or simply the “how.” In most circumstances, it would be difficult to transfer tacit and contextual information. It’s palpable and, at times, personal. As a result, tactics should be focused on how it can be disseminated. Maybe through pairing or mentoring.


Why Is a Knowledge Transfer Plan Important?

A knowledge transfer plan is crucial because it helps to reduce risk when a major event occurs. For example, a merger or the departure of a key member of the team. Knowledge could be lost instead. And it may expose a company or project to delays and unproductive practices. The creation of a knowledge transfer plan allows for the smooth and efficient transmission of knowledge. It would be the plan’s ultimate goal.

How Do You Transfer Knowledge?

There are numerous methods for passing on knowledge. Explicit knowledge could be easily transmitted via written papers, videos, and transcripts. Knowledge has a more visual representation and is easier to impart. However, it is more crucial that it improves the receivers’ adaptive skills. As a result, alternative strategies, such as work shadowing and mentoring, could be used to complete the task. Simulations also aid in the creation of a fictitious setting in which information can be applied.

What Is the Purpose of Knowledge Transfer?

The goal of knowledge transfer is not simply to impart knowledge, but to allow the receiver to apply it. Knowledge is not lost or misconstrued in this way. Though information could be taught or learnt, it would not be applied instantly. The goal of knowledge transfer is to show them how and where they can apply it. Or in what circumstances is this practice effective and applicable.

Knowledge should not be kept behind closed doors. It should be used and applied on a regular basis. This is the true goal of knowledge transfer. To increase efficiency, awareness, and skill development. Doesn’t know where to begin? Download the knowledge transfer plan template above to learn more! Get sample transfer plan now!