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Documenting the Knowledge

 

Throughout these articles you will see hyperlinksThese link to resources on this site or other sites that can give you more information about the topic at hand.

Your last step in retaining knowledge for your office is to collect your notes from your interviews or mentoring sessions into a format that the rest of the office can use. There are many different products you can make depending on the kind of knowledge you’re sharing and the skills and resources at your disposal.

 

RETAINED FILES

These are the easiest products to obtain, and perhaps the easiest to overlook. Your exiting employee likely has many useful documents or tools that they regularly use in their work. Be sure not to lose out on an opportunity to provide useful information to your office.

Because many people create their own documents and tools in a way that is comfortable for them to read, you may need to edit or reformat them.

SKILLS NECESSARY

  • Depend on the file


RESOURCES NECESSARY

  • Depend on the file
JOB AIDS AND CHECKLISTS These are the simplest documents you can make. Processes, decisions, and tasks can usually be reduced to a series of steps. A one-or-two page document showing these steps or decisions can be a valuable tool that an employee can keep at their desk to reference.

SKILLS NECESSARY

  • Word processing


RESOURCES NECESSARY

  • Word processing software
MANUALS AND SOPS More involved processes or tasks may require a task manual or Standard Operating Procedure. These documents capture detailed information and break it down into steps for the employee to follow.

SKILLS NECESSARY

  • Designing and testing procedures
  • Word processing


RESOURCES NECESSARY

WIKIS Wikis are websites intended to house knowledge that are designed to be simple to use. (The word wiki comes from a Hawaiian word meaning “quick.”) Wikis can house procedures, glossaries, and many can host resources or media to download. While creating a wiki can be more involved than creating a manual or SOP, the ability to navigate and search quickly through the site’s content makes them much more user-friendly.

SKILLS NECESSARY


RESOURCES NECESSARY

AUDIO-VISUAL MEDIA With these sorts of media, you can capture the interviews or mentoring sessions themselves and provide them to your office, with or without editing them. This can be especially useful for recording knowledge about the history of the organization or complicated reasoning behind difficult decisions.

SKILLS NECESSARY


RESOURCES NECESSARY
  • Media devices, such as microphones or cameras
  • Editing software (Sign in with your OU email address and password)

 

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