slide deck

1. Securing Explicit and Tacit
Knowledge:
How to Ensure Knowledge
is Not Lost Once Your
Project Closes
Dr. Cindy Young
04 March 2020

2. http://www.picturequotes.com/trust-your-instincts-quotes

3. Knowledge is Power
How do you use knowledge to make your
organization and your team powerful?

4. Prevention of knowledge loss mindset
Integration of knowledge sharing and knowledge
transfer during projects
Methods of knowledge retention and transfer
between project teams
4
Agenda

5. https://www.shoplet.com/blog/work-better/time-to-become-an-invisible-hoarder/attachment/messy-office-03/

6. https://en.wikipedia.org/wiki/Digital_hoarding

7. Basic Project Life Cycle
7
Initiating
Planning
Executing
Monitoring
and
Controlling
Closing

8. Organization Project Life
Cycle Reality
8
Initiating
Planning
Executing
Monitoring
and
Controlling
Closing
Initiating
Planning
Executing
Monitoring
and
Controlling
Closing
Initiating
Planning
Executing
Monitoring
and
Controlling
Closing
Initiating
Planning
Executing
Monitoring
and
Controlling
Closing
Initiating
Planning
Executing
Monitoring
and
Controlling
Closing
Initiating
Planning
Executing
Monitoring
and
Controlling
Closing
Initiating
Planning
Executing
Monitoring
and
Controlling
Closing

9. 9
Process Groups and Knowledge Areas
Process Groups
Initiating
Planning
Executing
Monitoring and
Controlling
Closing
Knowledge Areas
Integration
Scope
Schedule
Cost
Quality
Resource
Communications
Risk
Procurement
Stakeholders

10. 10
Integration of Knowledge Sharing and
Knowledge Transfer During Projects
Have a team knowledge mindset.
Do not be selfish with what you know.
Ensure incorporation of knowledge management
practices in your business process management
system.
Reward integration of knowledge for
organizational strength.

11. Standard KM tools during projects
 Daily standups
 Project Management Office
 Lessons learned
 After-action reports
 “Passdown” logs
Some additional options
 Job shadowing
 Storytelling
 Think parallel – not serial!
 Make it an internal requirement to the company.
11
Knowledge Retention and Transfer
Between Project Teams

12. Questions to Ask in
Each Process Group
Initiating
 What were the outcomes of
similar projects?
 Are lessons learned or after-
action reports available?
 Is the project manager available
to talk before starting this
project?
 Are any of the team members
available to help work on this
project to ensure the same
success assuming there was a
success?
12
Planning
 What have past teams
experienced as far as
funding or staffing issues?
 Are there any anticipated
resource limitations?

13. Questions to Ask in
Each Process Group, cont.
Executing
 Does the execution of the
project have oversight
beyond that of the project
manager?
 Were there mitigated risks
for costs or schedules? If
so, how?
 Were these risks and
mitigations shared
throughout the
organization?
13
Monitoring and Controlling
 Does the PMO have the
knowledge to share and
transfer lessons-learned in
real-time, or do they have to
rely on the project manager to
identify who needs the
lessons-learned?
 What should the team look for
to share with other project
teams?
 How should a project team
share knowledge between
shifts while working on a
project?

14. Questions to Ask in
Each Process Group, cont.
Closing
 Who is involved to close
the project?
 Where are the historic
documents stored? In a
cabinet? On a shared
drive?
 How is information from
the closing of the project
shared with other project
teams?
14
What’s
next???

15. Circle of Project Life
15
Initiating
Planning
Executing
Monitoring
and
Controlling
Closing
https://www.mindfullyconnected.org/blog/2019/7/14/the-circle-of-life

16. Summary
16
Prevention of knowledge loss mindset
Integration of knowledge sharing and knowledge
transfer during projects
Methods of knowledge retention and transfer
between project teams

17. Summary
17
Prevention of knowledge loss mindset
Methods of knowledge retention and transfer
between project teams
Integration of knowledge sharing and knowledge
transfer during projects
How will you
ensure
knowledge is not
lost when your
project closes?

18. Dr. Cindy Young
PMP, LSS MBB, CMQ/OE
cynthia.j.young@leidos.com
https://www.linkedin.com/in/drcindyyoung
18