Offboarding knowledge transfer template

Introduce it as a valuable opportunity to document their legacy rather than an administrative burden. Schedule the process early in their notice period when they’re still engaged. Emphasize how their expertise will continue to benefit the team and organization, making them feel valued while ensuring they understand the importance of thorough knowledge documentation.

Begin the knowledge transfer process immediately after receiving resignation notice, allowing maximum time for thorough documentation. Allocate dedicated sessions throughout the notice period rather than cramming everything into the final days. This approach provides time for clarification questions. The departing employee can then thoughtfully document complex processes while still managing their regular responsibilities.

Review the template with department leaders to identify role-specific questions. Add sections relevant to specialized functions like technical documentation for IT roles or client relationship details for customer-facing positions. Consider the unique knowledge assets in each department and create targeted questions that capture that specific expertise while maintaining the template’s core structure.

Understand their concerns and address them directly. Some may be scared of making themselves replaceable or may feel their knowledge is leverage for consulting opportunities. Emphasize how knowledge sharing reflects positively on their professionalism and legacy. Consider incentives like extended consulting arrangements or positive references. For critical roles, implement structured knowledge sharing well before departures occur.