Templates
Knowledge transfer template

Knowledge transfer 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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  • Get reports and analyse your data
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Knowledge transfer 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.

Use this template with Lumiform

The Lumiform application helps frontline teams uphold internal standards effortlessly.
  • Customize this template or build your own
  • Fill out templates via mobile app
  • Assign and track corrective actions
  • Get reports and analyse your data
Prices start from ░░░ per month
Book a demo
Learn more
or Download template as PDF

Don’t let valuable institutional knowledge disappear when team members transition. This knowledge transfer template provides a systematic approach to identify, document, and share critical information across your organization. You’ll capture both explicit procedures and tacit knowledge that often goes undocumented.

With sections for process documentation, relationship mapping, and specialized expertise, this template helps prevent the costly knowledge gaps that occur during staff turnover. When your operations manager leaves suddenly, you’ll have their vendor relationships, troubleshooting techniques, and workarounds already documented and accessible to their successor.

Related categories

Preview of the template
General Information
Name
Job Title
Manager
Termination/Transfer Date
Answer the following questions
Are there key contacts (internal/external) other than those identified on the Project/Active Work Status Report to whom we should be introduced before you leave the department/organization? If yes, please list and indicate when we might plan for such introductions.
Do Standard Operating Procedures (SOPs) exist for your role? If yes, are they up to date, and please provide the location and last date of revision.
Identify external agencies and regulatory groups (i.e., City/State/Federal) with whom it is necessary for us to interact in order to fulfill duties of your position.
Are there specific files/records related to current or past projects that should be retained over a defined period of time? If yes, please list, identify the location of each, and include the retention period.
List important historical/reference documents, if any, in your possession.
What equipment was assigned to you for use? Where is the equipment?
Is there other information not requested on this form that you feel it would be helpful for us to know? If yes, please provide.
Project Status Report
Project
Client Contact Information
Key NYU Contacts with Knowledge of Project
Status of Project
Time Line for Delivery
Special Concerns
Location of Working Files
Signature and comments
Signature
Comments
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Frequently asked questions

How far in advance should I start the knowledge transfer process?

Begin the knowledge transfer process at least 2-3 months before an anticipated departure or transition when possible. This timeline allows for thorough documentation, validation of information, and opportunities for the successor to practice applying the knowledge while the expert is still available for guidance.

What should I include in a knowledge transfer template?

Your knowledge transfer template should include sections for process documentation, key contacts and relationships, decision-making criteria, troubleshooting guides, and specialized tools or techniques. Focus on capturing both explicit procedures and tacit knowledge that’s typically undocumented but critical to role success.

How do I identify which knowledge is most critical to transfer?

Identify critical knowledge by assessing which processes would cause significant disruption if unavailable, which tasks only one person knows how to perform, and which relationships are essential for daily operations. Look for specialized skills, unique problem-solving approaches, and institutional history that would be difficult to recreate.

What’s the best way to document tacit knowledge in a transfer template?

Document tacit knowledge by using scenarios and examples rather than abstract descriptions. Have the knowledge holder walk through decision-making processes while you record their thought patterns. Include video demonstrations of complex tasks and schedule shadowing sessions where implicit knowledge becomes visible through observation.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.