Factors Affecting Knowledge Transfer
To ensure an orderly transition of responsibilities we need to define a process. Let us discuss the various process oriented mechanism that help us achieving smooth knowledge transfer. There are various factors that affect the knowledge transfer process. The below mentioned factors are valid for both form of knowledge transfer i.e. for employee who is moving out of the project to other project and for employee who is leaving the organization.
1) Awareness: This is very crucial factor as the person who is taking the knowledge transfer has to understand the importance of his involvement. Project leader or mentor or project manager (or any one whom the developer is reporting to) has to motivate the developer to prepare themselves with a positive note. Developers should be advised to ask tons of questions about the project. Developers and the person who is giving the knowledge transfer should not follow any shortcut learning. Communicate to the team that person “A” is leaving and that person “B” is replacing.
2) Preparation of Handover Plan: Planning is important for any successful task. Similarly handing over the responsibility has to be carried out in a planned manner so that the task can be accomplished more affectively and efficiently. The employee who is giving the KT should prepare the handover plan in case the employee is moving out of the project and the NOT the organization. In the case of employee who is leaving the organization should prepare the handover plan together with another team member (can be team leader or manager) who is aware of the project. While creating the plan the employee has to put himself into the shoe of the developer who does not know anything about the project. Time is an important factor to accomplish these tasks. The organization has to sort out the time factor.
3) Review of Handover Plan: Review of the handover plan has to be carried out. It has to approve by concern authority. This is very important as the person who is leaving the organization will not be available for further help. So it has to make sure that the handover plan is complete and provide enough information for the developer to know insight of the project.
4) Timeframe: How long handover will continue? How much time does the developer requires contributing towards the project activities? The concern authority has to discuss with both the employees (one who is giving KT and who is (are) taking KT) to come out with the timeframe. Again this can be little flexible for the employee who is moving out of the project and NOT the organization because he/she will be available even after KT. But for the employee who is leaving the organization, the authority has to decide it cautiously. Depending on the complexity of the project timeframe will vary.
5)Weekly Meeting on Status and progress of KT: Activity or task tracking helps the organization to see if the realization of the plan is happening as schedule or any diversion. This can be achieved by weekly meeting on status and progress report. The concern authority should discuss with the developer to see how comfortable he/she is becoming with the project.
In part Three, we will discuss about Methods of Knowledge Transfer
Regards
Monu
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