A tenured employee is moving on, and the only thing standing between a smooth team transition and complete operational chaos is a knowledge transfer plan.
And yet, most organizations aren’t prepared with one. A recent study found that 42% of institutional knowledge is unique to individual employees and not documented. That means that when someone leaves, half of their knowledge walks out the door with them.
That’s a risky and completely avoidable situation to find yourself in.
The good news is that you’re on your way to learn all about knowledge transfer plans. Find out how to capture what matters, deliver it effectively, and keep your team moving forward.
In this post:
- What is a knowledge transfer plan?
- What should be included in a knowledge transfer plan?
- How to create an effective knowledge transfer plan
- What are the 4 stages of knowledge transfer?
- What is an example of knowledge transfer?
- Knowledge transfer plan template
- How an LMS helps a knowledge transfer plan
- FAQs
- Key takeaways
What is a knowledge transfer plan?
A knowledge transfer plan, sometimes referred to as a KT plan or just KT, is a structured resource designed to pass on important information, skills, and expertise from an individual or group to another within an organization. Its main purpose is to prevent knowledge loss during transitions.
Departures, promotions, and role changes are critical times to transfer knowledge. By having a system in place, you can mitigate the risks that come with the loss of knowledge.
What should be included in a knowledge transfer plan?
A comprehensive knowledge transfer plan goes deeper than a simple checklist. It’s a living document that has adaptable strategies that safeguard the organization’s institutional knowledge. From a retiring expert, to an internal promotion, having a clear plan helps ensure nothing vital gets lost in the shuffle.
Here’s a breakdown of what to include:
1. Identification of key knowledge area
Before creating any plan, you need to pinpoint what knowledge to transfer. This might include:
- Technical knowledge: Coding practices, software configurations, or machine operation guidelines.
- Process knowledge: Steps for conducting audits, managing vendor relationships, or approving budgets.
- Institutional knowledge: Company history, values, customer preferences, or informal networks.
Example: A finance manager is leaving. They can pass on their knowledge about year-end closing procedures, a budget forecasting template they’ve made, and relationships with key vendors.
2. Subject matter experts (SMEs)
SMEs are your knowledge holders. They’re the employees who have specialized experience or information. Involving them early on makes all the difference.
They can:
- Help document knowledge accurately.
- Run KT sessions (more on that later).
- Validate what knowledge is essential and what is outdated.
Tip: Encourage SMEs to explain how they do things and why. Context matters for the information one is going to.
3. Knowledge recipients
Consider who needs to know this information.
Recipients may include:
- Direct successors.
- Team members stepping in to share responsibilities.
- New hires.
Make sure they are all active participants in the knowledge transfer process. The process cannot be passive. They should be asking questions and validating that they’ve absorbed the material.
4. Knowledge transfer methods
Consider the complexity of the knowledge and the learning style of the ones receiving it when choosing a transfer method.
These can include:
- Shadowing and mentoring sessions.
- Recorded walkthroughs and explainer videos.
- Live Q&A sessions or KT sessions.
- Standard operating procedures and checklists.
- Interactive eLearning modules via a learning management system (LMS).
Example: A sales manager might record a demo of using a CRM while also handing over account notes in a shared doc.
5. Timeline and milestones
A solid knowledge transfer employee transition plan template includes deadlines. Knowledge transfer is most likely to slip through the cracks during busy onboarding and offboarding. Having a set plan helps reduce this risk.
Key timing to consider:
- When is the SME leaving?
- How much time is needed for sessions, documentation, and validation?
- Can the plan be done over weeks, or is it needed immediately?
Tip: Use a shared tracker so everyone is on the same page.
6. Evaluation metrics
The goal here is a knowledge transfer and not a dump. To do this, you’ll need to define success.
Some common metrics include:
- Completion of the knowledge transfer plan template items.
- Feedback from recipients (don’t forget to make adjustments).
- Performance on role-specific simulations.
- Manager reviews or assessments.
Example: After a KT process, have the recipient explain the process or complete a task to confirm readiness.
7. Tools and documentation
Support tools like video libraries or an LMS help keep knowledge accessible.
Tools should allow for:
- Easy updating and versioning.
- Role-based access control.
- Integration with ongoing training programs.
An LMS can be used to:
- Store and assign SPOs and video guides.
- Track completion of knowledge transfer modules.
- Keep all transition artifacts organized in one place.
Pro tip: Pair documentation with a demonstration
A good knowledge transfer strategy combines written guides with interactive or visual learning. Someone may read the steps when learning, but watching the SME screen share provides context and nuance that can’t be duplicated.
How to create an effective knowledge transfer plan
Developing a robust knowledge transfer plan involves strategic steps. Let’s take a look at them.
- Identify critical knowledge to maintain operational continuity.
- Select appropriate transfer methods. You’ll want to choose the most effective techniques for sharing knowledge, like mentoring, documentation, or digital tools.
- Clearly define who will be responsible for transferring and receiving knowledge.
- Develop a timeline with specific Milestones so you can track progress.
- Leverage tools like an LMS to make for a smooth transfer process.
- Regularly assess the effectiveness of the plan and adjust as needed.
What are the 4 stages of knowledge transfer?
Understanding the stages of knowledge transfer helps ensure it’s properly retained and applied. Think of it as a lifecycle that transforms individual knowledge into organizational intelligence. Let’s explore the four essential stages.
1. Capture
The first stage is to gather the critical knowledge from a SME.
Here’s what this might include:
- Process documentation.
- Screenshots and annotated workflows.
- Explainer videos and screen recordings.
- Brain dumps, interviews, or whiteboard sessions.
Example: A departing IT specialist takes a system admin procedure recording and pairs it with a shared folder of configuration files and password policies.
Tip: Don’t just capture what to do. Capture the why behind it. The rationale can be just as important as the steps themselves.
2. Transfer
With the knowledge captured, it’s time to deliver it. Keeping them structured and engaging is a must.
Tools look like:
- KT sessions (short for knowledge transfer sessions).
- LMS-based training modules.
- Shadowing and reverse-shadowing sessions.
- Job aids and quick reference guides.
Example: An outgoing project manager might schedule three weeks of KT sessions with their replacement. During this time, they walk through the project lifecycle and key details.
Transfer isn’t a one-and-done thing. Build in time for discussion and clarification.
3. Apply
During the apply stage, you’re putting the knowledge into practice. Recipients must now use the knowledge they’ve received. And this ideally happens before the SME exits or transitions.
Here are some ways this could look:
- Shadowing the SME through real tasks.
- Performing the tasks themselves with coaching.
- Running simulations, role plays, or dry runs.
Example: A team number might take over support tickets from a senior agent. The senior agent guides them to make sure the handover is working in practice.
Tip: During this stage, the team identifies knowledge gaps that documentation or delivery might miss.
4. Retain
In the final stage, you ensure that knowledge is preserved and maintained. You don’t want it to simply occur during the transition.
That means:
- Storing content in a shared and searchable repository.
- Embedding KT into your employee transition plan template for the future.
- Keeping materials updated as processes evolve.
Example: After onboarding a new sales team lead, their KT materials are added to the company LMS and included in training for future team leads.
Why the four stages matter
Too many knowledge transfer plans skip straight from capture to transfer. They are missing the important steps of validating comprehension or preserving long-term access. By following all four stages, you create a repeatable, scalable system that works across teams and time zones.
What is an example of knowledge transfer?
Now that we’re clear on the makeup of a KT plan and how to execute it, let’s explore what it could look like in action. Below is a streamlined, practical example from a common workplace scenario.
When a senior IT specialist plans to leave, their knowledge transfer plan places guardrails against operational disruptions.
Instead of scrambling at the last minute, the organization starts with its knowledge transfer plan template. The key responsibilities of the specialist are listed on it. Things like server backups, license renewals, and security protocols.
The outgoing specialist records walkthroughs and trains their successor with real scenarios.
All documents and training videos are stored in an LMS. Future hires will have access to the materials that can be used over and over.
The incoming team member can then apply what they’ve learned while the specialist is available for feedback before their exit.
Having a streamline plan prevents knowledge silos and reduces onboarding time. It’s a great example of how a simple, repeatable knowledge transfer strategy provides long-term value.
Knowledge transfer plan template
When changes arise, having a knowledge transfer employee transition plan template saves a ton of time and headaches. Below you’ll find a KT template that you can use and make your own.
Outgoing employee information
- Employee name:
- Current role:
- Department:
- Manager/supervisor:
- Last working day:
Responsibilities and tasks
List the primary duties and tasks in this role.
- Task 1
- Task 2
- Task 3
Critical knowledge areas
Identify essential knowledge areas that need to be transferred.
- Knowledge area
- Description
- Priority (high, medium, low)
Knowledge holders and recipients
Specify who has the knowledge and who’s receiving it.
- Knowledge area
- Knowledge holder
- Recipient
Transfer methods
Outline the methods for transferring knowledge.
- Documentation
- Training sessions
- Shadowing
- Video tutorials
Timeline and milestones
Set clear deadlines for each phase.
- Activity
- Start date
- End date
- Status
Tools and resources
List all tools needed for the role.
- Software and platforms
- Access credentials
- Reference materials
Evaluation and feedback
Determine how the success of the knowledge transfer will be measured.
- Assessment method
- Collect feedback
- Review date
How an LMS helps a knowledge transfer plan
A modern learning management system is a must for your knowledge transfer plan. Beyond storing documents, an LMS can transfer knowledge sharing into a streamlined process.
Here’s how:
Centralized knowledge repository
An LMS acts as your information hub. Instead of relying on scattered folders or email threads, employees can access information all in one place.
Structured learning paths
You can build learning modules around each knowledge area. Doing this ensures that recipients go through the content in a logical order. Onboarding and role transitions find this especially useful.
Progress tracking and reporting
HR and managers can easily monitor the progress of the knowledge transfer plan. An enterprise LMS automates what once required manual tracking.
Multimedia support
Videos, PDFs, quizzes, and interactive learning make content more digestible. Having varied ways of delivering KT means you’re reaching more learning styles.
Ongoing access and retention
Even when the transition is complete, the recipients may need to revisit materials. They can easily access everything in the LMS to support long-term knowledge retention.
FAQs
- What is a KT plan?
A KT plan, or knowledge transfer plan, is a documentation and information-sharing process between employees when a transition occurs.
- What are the 4 stages of knowledge transfer?
The four stages are:
- Capture
- Transfer
- Apply
- Retain
- What is an example of knowledge transfer?
An example could be a retiring IT manager recording processes, holding KT sessions with their replacement, and uploading docs and tutorials to an LMS.
- What should be included in a knowledge transfer plan?
A knowledge transfer plan (KT plan) should include critical knowledge areas, the SME and recipient, transfer method, a timeline, and how to measure success.
- What are the key components of a successful knowledge transfer plan?
Key components include:
- Defined knowledge area
- Identified SMEs and recipients
- Clear transfer method
- Timelines and milestones
- A way to measure success
Build resilience before you need it
It’s all too often that knowledge walks out the door before anyone realizes it wasn’t captured. A knowledge transfer plan offers documentation that leads to resilience.
KT planning allows transitions to happen with a team that feels clear and confident. Leaders feel a planned, not panicked, transition.
The key isn’t to simply have a plan. It’s to make it usable and repeatable, and is embedded into your existing processes. A thoughtful knowledge transfer plan goes beyond preparing for the next transition. It helps build stronger and smarter organizations.
Key takeaways
- A knowledge transfer plan helps organizations retain critical information during transitions.
- Including role-specific knowledge, delivery methods, timelines, and evaluations is important.
- A well-designed knowledge transfer employee transition plan template helps with a smooth and successful transition.
- An LMS is critical to the success of your knowledge transfer plan.
