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Assess if the Information is Well Transferred with a KT Checklist

Ensures the information is structured, stored, and transferred to who could benefit from it using a knowledge transfer plan checklist.

See our ready-made templates:

Knowledge Transfer Planning Template

Use this knowledge transfer template during the project planning process to help the team plan the best method to adopt to accomplish the process effectively.

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What is a KT Checklist?


A KT checklist is a guide that helps organizations plan, create, acquire, and share knowledge with another entity, ensuring its availability for future use. It also allows companies to focus on the knowledge and expertise that needs to be shared with the workers. In addition to that, the knowledge transfer plan checklist allows you to assess how important a task is to the mission of the organization.


The template will help organizations achieve the results they desire by setting clear goals from the very beginning. Some of the things that you need to consider in the application of the knowledge transfer plan checklist are:


  • Areas with potential knowledge use
  • Carriers of the knowledge
  • Critical information
  • Information that can be acquired by other means
  • Knowledge acquisition and transfer methods



This article covers the following topics:


1. How does Knowledge Transfer flow?


2. How to complete a Knowledge Transfer plan?


3. Create a KT Checklist with digital technology



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How Does Knowledge Transfer Flow?


The knowledge transfer flows through various levels — organizational, project, and individual. At the organizational level, information is shared between vendors and clients, and between team members at a project level. At an individual level, knowledge goes to and from experts.


When it comes to a multi-project environment, information shared at the project and organizational levels are important. Knowledge shared in these levels relies heavily on the quality of the data warehouse.


The most challenging level, on the other hand, is knowledge transfer that flows from a person to a project. That’s because it is directed by the fact that the task is sometimes done intuitively. However, organizations often favor this process as a systematic method to manage knowledge.


The information shared between two or several parties can either be tacit or explicit. Tacit knowledge is intuitive and intangible. It consists of insights and personal and accumulated experiences. Explicit knowledge, on the other hand, is what transfer strategies are made of. It includes guidelines, documents, and other processes. Unlike tacit knowledge, it is quantifiable and easier to share. It is the knowledge shared in the various levels mentioned above.


To have an effective knowledge transfer, consider the following guidelines:

  • Foster trust and build relationships by conducting both face-to-face and online meetings that promote meaningful conversations and collaboration.
  • Adopt a holistic approach to knowledge transfer that involves diverse learning styles, cultures, and generations.
  • Contributors and recipients of knowledge must be part of each stage of the process.


How to Complete a Knowledge Transfer Plan?


Even if you have a KT checklist, the knowledge transfer process can be intimidating at first. It usually involves capturing a bit of information and planning the best method to adopt to accomplish the process effectively. More so, knowing where to start developing a knowledge transfer is critical to its success.


Once you have everything figured out, you can start the planning process that involves the following steps:


  • Identifying relevant knowledge
  • Capturing knowledge
  • Transferring the knowledge
  • Evaluating and measuring the transferred knowledge

Identifying relevant knowledge


Determining what information must be collected is the most critical step to the process. Not all information is relevant and necessary. Determine where you’re getting knowledge and what type of information you will collect.


Some of the questions below can help you get started:


  • Who are the key people in the organization?
  • What knowledge is only exclusive to them?
  • If they suddenly leave, is there anyone who can fill their shoes?
  • When they’re away, what tasks leave undone because no one knows how to do it except them?
  • What does the team depend on them for?

After answering these questions, create a list of names, activities, and tasks that need more information.


Capturing knowledge


This step is more than just conducting interviews or researching. The goal is to create a system that outlines and captures the knowledge in the organization. For example, creating a spreadsheet that contains the following information:


  • The person where the knowledge comes from
  • Critical tasks the person is responsible for and the level of their importance
  • Accessibility of the information within the organization
  • The impact of the information on the organization
  • Necessary resources to share the knowledge with others

Transfer the knowledge


This step focuses on how to share the appropriate knowledge with the right people, the right way. There are different methods to do this, and they are often combined together. Here are a few of them:


  • Mentorship
  • Work shadowing
  • Guided experience
  • eLearning
  • Community of practice
  • Paired work

Evaluating and measuring the transferred knowledge


How do you know if the knowledge transfer plan is successful? That depends on the goals and benchmarks set by your organization. Have you accomplished those goals and reached those targets?


Create a KT Checklist with digital technology


With a digital knowledge transfer plan checklist, you can easily document and carry out the information via tablet or smartphone - online or offline. With the desktop software, you create the relevant content and then evaluate the collected data. Take advantage of the other benefits for your daily work:


  • The flexible form builder from Lumiform helps you to convert any individual paper list into digital change request forms without much effort.
  • Using the super intuitive mobile app, you and your teammates conduct change requests with ease and in no time.
  • All results, images and comments are automatically bundled in a digital change request report.
  • Comprehensive analyses help you to identify inefficient areas in your company more quickly and thus to continuously improve your auditing and inspection processes.
  • Extensive analyses help you to uncover inefficient areas in your company more quickly and thus to continuously improve inspection processes.
  • Authorize change request forms by gathering electronic signatures from all parties involved in the project.



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