IT Knowledge Transfer

Learn how Steve Trautman Co. has been helping the IT industry refine the knowledge transfer process since 1993.
Learn How
Our data-driven processes enable our clients to capture their experts’ knowledge, transfer it to multiple apprentices/successors, and test and measure to ensure the transfer has succeeded. By guiding thousands of IT experts through our knowledge transfer plan, we’ve been able to distill our processes down to a system that is uniquely tailored for the complex work of the IT industry.
 
Our process can be applied from the new hire all the way up to the C-Suite, helping reduce ramp-up time, cutting down on productivity loss, and mitigating talent risk by decreasing your company’s reliance on linchpin experts.  

How Our IT Knowledge Transfer Plan Works

Our knowledge transfer plan doesn’t simply target institutional knowledge, it also focuses on transferring tacit knowledge — the soft skills, key relationships, and other abilities that are difficult for your experts to communicate to successors. Part of our succession planning involves one of Steve Trautman Co.’s certified consultants helping you carry out the knowledge transfer, which usually unfolds in the following steps:

Step 1: Identify & Prioritize Knowledge Risk Areas

To begin, our certified facilitator engages your team in a highly structured Q&A to recognize the unique knowledge areas of your target expert or executive. This discussion session is simple and is usually completed within an hour.

We then record the Q&A results in our Knowledge Silo Matrix — a data-driven framework that enables you to spot at-risk knowledge areas for your team and business. These risks are prioritized during the knowledge transfer and will determine what knowledge gets transferred first and to whom.

To prevent an information bottleneck from forming, we recommend that you choose multiple successors so that the knowledge is spread across several people.

Step 2: Break Down Priority Areas into Teachable Tasks

The next step is to sit down with your IT expert or executive and have a deep-reaching one-on-one interview. The priority is to quickly build a complete picture of all the work your expert does and help them break down their knowledge into bite-sized “tasks” — tasks are specific duties that your expert can teach to successors within an hour.

With the data from the interview, we create Skill Development Plans that organize the tasks in order of priority and provide the resources needed to guide successors during the learning process. This knowledge transfer plan strategically charts every necessary learning hour required to achieve proficiency and can be tailored to fit within an outgoing expert’s remaining days with your company.

Step 3: Train Participants to Transfer Knowledge Effectively

Not everyone is a natural teacher or an attentive learner, so our facilitator teaches your team proven knowledge transfer techniques. We also provide your company with six powerful proprietary tools that enable you to run successful knowledge transfer sessions.

Step 4: Transfer Knowledge

Now that your expert or executive has the tools to pass on their expertise, the actual IT knowledge transfer can begin.

Execution of the knowledge transfer plan may be spread over weeks or months at the discretion of the team and involves structured and highly efficient sessions between the target expert and their successors. Our facilitator will remain on hand to monitor early sessions and troubleshoot should troubles arise.

Step 5: Test & Measure Knowledge Transfer

To ensure that the knowledge transfer has been successfully completed, we give your team a knowledge transfer test — a hallmark of our data-driven process. Our test effectively determines whether or not your IT expert was able to transfer their knowledge successfully and if the successors can perform the tasks independently.

Lastly, before completing our services, our facilitator guides the successors in creating a list of existing resources (e.g. documentation, templates, samples, contacts) that they can reference after the departing expert’s final day.

Knowledge Transfer Tools

As our client, you will have access to our suite tools that have been proven to effectively facilitate knowledge transfers for thousands of IT industry experts and executives.

  • Knowledge Silo Matrix: identifies at-risk knowledge areas for your team and business and helps determine possible successors.
  • Skill Development Plans: breaks down your experts tacit IT knowledge into tangible skills that can be taught and learned in one hour.
  • Knowledge Transfer Test Questions: measure knowledge transfer progress and confirm that successors have the ability to perform tasks independently.

Details & Logistics

Cost

A typical executive knowledge transfer project costs a $25,000 flat fee with no additional expenses.

Location

All work is done remotely via virtual meetings with screen sharing. Requests for in-office time can be accommodated, but are rarely necessary or advantageous.

Duration

Setting up a typical IT knowledge transfer project includes 12-15 hours of hands-on work over 1-4 weeks, depending on the urgency and availability of participants. Upon completion, knowledge transfer can begin immediately at whatever pace is appropriate, lasting from 2-52 weeks.

Scheduling

An IT knowledge transfer project can usually be scheduled to start within 7-10 business days. In emergency situations (from surprise or urgent departures), work can often begin in as little as 24 hours.

Participation Requirements

Below are time commitment estimates for those involved in the process. Please note that the time required for actual knowledge transfer is dynamic and depends on how many skills need to be transferred.

  • Manager/Supervisor: 3 hours to initiate process, set priorities, select participants, monitor progress, and hold everyone accountable.
  • Expert: 12 hours with our facilitator to define and deconstruct their unique areas of expertise and train in fundamentals of successful knowledge transfer.
  • Successor(s): 6 hours to train in the fundamentals of successful knowledge transfer and prep for knowledge transfer sessions.
  • Administrative Support: 2 hours to help with scheduling, technology, and other logistics.

Knowledge Transfer Stories From The IT Industry

Here is one of our most recent case studies in the information technology industry.