Assessing Risk and Identifying Where to Focus

The first challenge that companies face is realizing they are at risk and the extent of that risk. Not all knowledge is created equal and not everyone who is about to retire has critical knowledge that needs to be captured.

The Knowledge Assets Prioritization System (KAPS) is a program for helping you quickly and effectively identify where you're most at risk and where to focus your knowledge capture activities. KAPS is a series of interviews with and consensus-focused facilitated meetings with key stakeholders in the organization. KnowledgeCATS provides the procedure, interview assistance, preparation of results and facilitation of decision-making meeting(s) that enable you to make the right decisions for your organization.

Capturing Tacit and Implicit Knowledge

Much of what needs to be captured from experienced people leaving the organization is tacit or implicit knowledge – knowledge that resides in someone’s head and has yet to be articulated or made explicit in a way that enables others to benefit from it.  AKC – Accelerated Knowledge Capture, fills this void. AKC is a low-tech, high impact way you can elicit critical how-to and then package it for use by other people in the organization. Here’s how it works:

An expert team of Knowledge Capture Consultants spends several days with the key employee or employees to elicit knowledge that is then organized and packaged. We document both routine and non-routine tasks and provide step-by-step guidance for completing work, resolving problems and making critical non-routine decisions. We capture historical context, special insights and techniques and relationship intel which enables the organization to not only preserve critical expertise and know-how, but also preserve relationship capital.

We can do the work for you or teach the process to your people. Most companies choose a combined approach with K-CATS taking the lead initially and mentoring your team at the same time.

Tangible Deliverables

Specific deliverables vary depending on the nature of the engagement, but often include:

Tangible Deliverables Which Provide These Benefits
Capture of Contexts, Big Picture and “why” elements (specific situations and contexts where important work was done – XZY project, ABC job, XYZ relationship). Rather than focus on the expert’s current job, we focus on capturing the different roles and contexts where his or her expertise came into play. This enables us to build a context-rich structure for associating other knowledge elements.

The addition of the “why” component helps the target learner absorb and apply the know-how quicker and more effectively.

The results or deliverables produced and the key action for enabling those results. The focus is on results and the specific actions that produce those results. In addition to knowledge captured, this approach yields insight into specific activities and outcomes, which enable the organization to ensure efforts are focused where they produce the best results.
Principles, Rules of thumb and special techniques for accomplishing work and achieving the above results. It is almost always these special techniques and insights that make the difference in how work is accomplished and the results produced. When you simply document the steps in a process, you often miss these important details.
Specific context-rich “how to. For example:
How to troubleshoot XYZ equipment
How to market or sell to ABC market
How to hire the right person for the job.
We elicit, organize and package specific how-to, not only for tangible, definable processes such as troubleshooting equipment, but also for more esoteric processes such as predicting the future or picking the right people for jobs and projects.
Relationship Map – Concept map which shows relationships and details the nature of the relationship and key information about the person or organization. The results of this part of the process enables the organization to "see" critical relationships and preserve crucial relationship capital.

Integrating and Leveraging Knowledge Across Multiple Areas and Media

In order to reap the maximum benefit from knowledge captured, organizations need to do three things:

    • Ensure knowledge is available and easily accessed by those who need it
    • Ensure knowledge is integrated into work processes and job instruction rather than simply housed as stand-alone modules or documents
    • Ensure knowledge is multi-purposed and leveraged across different media and different areas of the organization.

In addition to helping organizations capture knowledge, Knowledge CATS also provides solutions for integrating and leveraging knowledge in training, communities, performance support systems and work instruction.

Knowledge Model