Worksphere Map

Create transparency … step by step

The structured approach is based on the unique and proprietary methodology Worksphere Map bac .

The methodology includes a kick-off, three subsequent steps and a feedback loop:

  • Initialization
  • Step 1 – 3
  • Feedback

All three steps are coached and thus enable an efficient structure and the individual adaptation of the knowledge transfer. The scope of all activities is to enable and fasten building up of new knowledge for a key person joining a work area: Close the knowledge gaps and be responsible for  asssigned tasks as early as possible.

The coaching effort is between 2 and 4 person days in a total, spread over two to six weeks.

All content is confidential and remains within the requesting organization. How and where the acquired knowledge and work results will be used further and whether the entire organization or team should have access, has to be determined by the owner.


Clarification of the initial situation and the objectives for knowledge transfer activities

Clarify the framework, objectives and resources.

  • Objective: Individual adaptation and agreement on methodology
  • Time required : 1 hour
  • Meeting participants: Requestor/sponsor, knowledge owner (e.g. expert), knowledge receiver (e.g. successor if already available), coach

Step 1

Identification of the relevant knowledge and existing successor’s knowledge, visualize the gap

  • Objective: Create a visualization of worksphere, method: Worksphere Map bac
  • Time required: 2-4 half days, depending on complexity of worksphere
  • Participants: knowledge owner (e.g. expert), knowledge receiver (e.g. successor if already available), coach
  • Tool: Worksphere Mapper

The Worksphere map contains :

  • Areas of knowledge and embedding into adjacent organizations and processes (internal, external)
  • Prioritization of onboarding topics and related task with increasing complexity
  • Transparency on expert’s network of stakeholders and their expectations
  • Applications, tools and systems
  • Business and operational processes
  • Scenario management (e.g. standard daily routine, emergency scenarios , customer scenarios )
  • Identification and evaluation of existing documentation, identification of gaps
  • Visualization of problems, root causes, challenges, workareas to be defined
  • Best practices, “do’s”, templates, successful history of changes
  • Worst practices, “don’ts” and related history

Step 2

Structured handover of experience based knowledge

  • Objective: Focus on knowledge receiver to fill knowledge gaps efficiently and as prioritized during step 1, work on tasks with increasing complexity
  • Time required: 2-4 half days
  • Participants: knowledge owner (e.g. expert), knowledge receiver (e.g. successor if already available), coach

The knowledge transfer follows individually adapted methods, e.g. SWOT visualization, Business Process Modelling , Root Cause Diagram , Radar Mapping , Story Telling , ..

Step 3

Transfer of the experience base (tacit) knowledge into daily work areas

  • Objective: Knowledge receiver is working on tasks and building up more and more knowledge to transfer into explicit state.
  • Tool: Structured transfer wiki / document , oneNote, Sharepoint, Knowledge Management System, …
  • Time required: 1 half day
  • Participants: Knowledge receiver coach

The knowledge receiver is fully responsible to create the content in this phase. Anyway, daily work and assigned tasks will be documented, so it is extremely beneficial for the whole organization to do this on a “standartized” level. This is the new starting point for generation two knowledge transfers.

This step includes the potential to transfer knowledge across a whole team and into other teams.

Scalable methodology

… Small effort – huge leverage factor = valuable ROI

The minimum version consists of kick-off, coached step 1 and 3 , phase 2 will not be supported .

In the maximum version Kick-Off , steps 1, 2 and 3 are coached.

Depending on the complexity of the workarea and the demand from the successor an average investment is between 4 and 8 half days.