5.3 Knowledge Capture
Knowledge Capture is not a new activity; it was
already followed up during the past three years with
about a dozen of events. Two methods were
considered, the expert debriefing and the interview.
They are not oriented to factual results of project
phases but to personal experience gained by a staff
within a long duration (either at the termination of a
task or at the end of a position).
In brief words, the knowledge capture procedure
consists of four parts: the review of the status
(knowledge, expertise), the planning and the conduct
of the expert debriefing / interview and the
documentation. The expert debriefing is a kind of
forum / workshop in order to allow the expert to
explain the specialized knowledge for a selected
range of topics to a larger group of participants. The
goal of the expert debriefing is twofold, the
expression of the underlying expertise in a verbal
interaction with the audience and the recognition of
the expert’s merit. The participation in the
interviews would be very limited, i.e. the expert, the
moderator and a few members.
5.3.1 Knowledge Capture Procedure
In some more details, the knowledge capture
procedure consists of (Mugellesi Dow, 2010):
Step 1: Review of status with an inquiry. The
objective is to assess the important knowledge
subjects of the leaving staff as well as the knowledge
demand required by the group and the successor. For
the identification of the essential knowledge items to
be captured different viewpoints (e.g. different role)
should be adopted in addition to the chronological
review of the supported projects. The quality aspects
could be another perspective such as best and worst
practices, contribution of the success and mistakes
leading to a possible failure.
Step 2: Plan for debriefing and interview. This
includes the sequence of knowledge subjects for the
debriefing / interviews and its structure.
Step 3: Conduction of the Debriefing /
Interviews with the goal of capturing the tacit
knowledge and to facilitating its documentation. The
various viewpoints mentioned for the first step
above has to be adopted for the conduct of the expert
debriefing and the interviews as well.
Step 4: Documentation (including the
transcription) of tacit knowledge.
5.3.2 Knowledge Capture Events
Knowledge capture events are video-recorded, last
about 90-120 min. and comprise several sub-topics
followed directly by a question and answer session.
The sub-topics should not explain explicit
knowledge (easily found in text books) but should
go more into the direction of experience or
knowledge not easily found in literature.
Some more explanations should be added for the
better understanding of the capture events at ESOC.
The duration for the expert debriefing is
limited to two hours. This seems to be
adequate as the expert debriefing is
additional to the standard handover
procedure. Furthermore about four to five
subjects are selected. Another reason for
the short duration lies in the assumption
that with increasing duration the interest in
participation will decrease.
The choice of the four subjects depends on
the relevance of the gained experience for
the department / organisation. Normally
two topics concerning specialized
knowledge and two concerning experienced
knowledge are selected.
The group of the participants is decided
from case to case depending on the topics
and the envisaged subsequent discussions.
In case of detailed discussions the group of
participants should be limited as the
intensity of the discussion will decrease
with increasing participation.
5.3.3 Capturing Experience (Erlach, 2008;
Katenkamp, 2010; Pallaschke, 2011)
Recently, the handling of the experience was further
investigated. Since more than a decade the value of
storytelling for the transfer of knowledge by
experience has gained in importance. Stories can
better describe the complexity of reality then any
theoretical explanations. Stories are important as
humans think in narrative structures and often better
remember facts in story form. The application of
storytelling in knowledge management gains more
and more in importance. Several companies have
tested this method and use it. Knowledge by
experience is considered as a central resource for the
conduction of organizational processes. The four
steps (as mentioned above for the capture procedure)
will also remain for the case of storytelling.
Knowledge by experience cannot easily be
discovered with the help of the appraisal results.
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