What is Knowledge Preservation?Knowledge Preservation is the capture and reuse of knowledge – including critical expertise, experience, and tacit knowledge that addresses the “how” and the “why” of task execution – not just the “what” and it transfers critical knowledge to a departing employee’s successor (and makes knowledge useable across an organization, if applicable) and ensures that you will never lose the critical knowledge that makes your organization successful.
How does KCC work?KCC has developed award winning proprietary methods that capture and make useable critical tacit knowledge (the “how and why”) that other methods fail to address. Modeled after the military Commander’s Continuity Book, departing staff work with Capture Specialists trained in our proprietary Knowledge Preservation and Learning (KP&L™) Methods. Capture Specialists use a formal elicitation process and are trained in the elicitation methodology, harvesting process, and in the creation of companion Knowledge Continuity Books (KCB™). A KCB™ captures tacit and explicit knowledge, including: priorities, issues, missions and functions, tools, resources, technologies, opportunities, budgets, key contacts, briefings, critical documents, and lessons learned, each of which include a detailed rationale that captures the departing employee’s personal and contextual understanding of his/her knowledge.
What are the elements of a Knowledge Continuity Book (KCB™)?The primary elements of the KCB™ are:
What hardware/software/technologies must be acquired to implement the KCB™?Our proprietary methodology leverages simple to use, widely available, easy to maintain, and inexpensive technologies. The intent is to use existing capabilities, not sell new, expensive hardware, software or databases solutions. The KCB ™ is currently developed in Microsoft's SharePoint. However, we can deploy our approach to any file sharing repository already in use.
All software must have security testing and be approved before implementation. Is that a problem for KCB ™ implementation?The KCB ™ is currently developed in Microsoft's SharePoint. SharePoint has DoD 5015.2 Certification and is routinely used in DoD and classified environments. SharePoint also limits the rights of users who are allowed access to files and use of files when accessed (such as printing copies of files or copying text from them). Consequently, the KCB ™ can be deployed in close hold and classified environments. Our methodology ensures that the requesting supervisor and departing employee have total control over access to data entered into the KCB ™.
Is there a way to capture knowledge remotely to minimize cost/travel?KCC has hands on experience conducting knowledge preservation remotely without impacting quality. One remote support option available in the Government environment is Defense Connect Online (DCO). DCO is (essentially) like the commercial product Go to Meeting.
Our staff is very busy. How much of their time is required to implement the KCB™?A completed knowledge capture requires an average of 10-15 hours of the departing employee's time. Our approach relieves the manager and organization from the time consuming process of developing the continuity book and from being involved in the transfer of knowledge specific details. KCC Capture specialists do this relieving the organization of the effort and responsibility.
Is there any quality control or quality assurance of the process?Every KCB™ receives a quality assurance review prior to a handoff being conducted between departing employee and successor. When KCB™ are approximately 50% complete (and subsequently until complete), KCB™ are reviewed for completeness. This review verifies functionality (ensures that links work, artifacts included as intended, etc.) and also ensures that details are consistent with the desired standard (explains the “how” and “why”- not just the “what”). The review also identifies corrective actions to be taken and tracks those to completion.
My turnover rate is historically low. Why do I need Knowledge Preservation?Knowledge Preservation is more than just reaction to turnover. A Knowledge Preservation Program is a proactive way for any organization to preserve critical knowledge and significantly reduce the ramp up time for all new employees. Typical knowledge loss scenarios include:
Are there any additional benefits of KCB™ implementation?Organizations implementing the KCB™ are experiencing tangible and measurable results. Managers report that KCB™ implementation has significantly reduced time required to support new employee ramp-up, elimination of time consuming mistakes and new employee training.
Our organization is unique. Can the KCB™ be customized/tailored to meet an organization’s unique needs?KCC leverages existing templates, best practices, and lessons learned from previous engagements in order to fast track knowledge preservation solutions and help our clients control costs. Templates are routinely tailored based on the input received from our Critical Knowledge Survey of key leaders, done as a part of the Organizational Assessment and during engagement execution.
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