Identifying knowledge in the knowledge transfer process

Last updated: May 19, 2021

Identifying knowledge is the process of recognizing important pieces of knowledge that need to be transferred.

The process of identifying knowledge begins with understanding the work done by your team. Start by identifying your team’s functions. Which are major categories of work that define the accountabilities of one or more employees? Your team may be responsible for a single function or many functions. The primary function of an individual job is usually described in the overview section of a job profile. Some roles have more than one function, especially expert or leadership roles.

Functions can be broken down into activities, which are actions that contribute to accomplishing a function.

Activities have an identifiable beginning and end and are normally described in the accountabilities section of a job profile. Think of activities and tasks an employee does in their job.

Example functions and activities from job store profiles

Title Function Activity
Correspondence Coordinator
Job Store #197
Develop or coordinate the development of written responses
  • Examines, edits and rewrites, responses
  • Tracks correspondence
Customer Service Rep
Job Store #406
Respond directly, by phone and email, to public inquiries
  • Inputs information into online or hard copy program files
  • Responds to inquiries regarding the status of requests
Business Analyst
Job Store #205
Deliver cost effective information technology solutions to ministry program areas
  • Analyzes and documents business needs
  • Defines requirements
  • Conducts user acceptance testing

Operations Manager
Job Store #324

Financial monitoring and budget management of programs and services
  • Monitor financial reports
  • Consult with ministry financial office regarding budget requirements
  • Prepare and/or negotiate contracts
  • Authorize contract payments

Consider what knowledge is needed for your team to successfully complete the activities. For example, the correspondence coordinator may need knowledge of a correspondence tracking system, such as CLIFF. The business analyst will likely need to understand the business line processes and requirements to recommend and deliver responsive technology solutions.

Once you have identified the all of the knowledge required to do the work, the next step is to prioritize the knowledge using these instructions and the Knowledge Transfer Inventory Template (XLSX, 58KB).