Knowledge retention starts with knowing which knowledge matters
The Knowledge Retention Scan from Vivedis
Knowledge retention is a familiar topic. Yet in most teams there is almost always one person who is the only one who knows how something really works. Knowledge retention does not start with writing everything down. It starts with knowing what you need to retain.
Why knowledge retention often starts too late, or too broad
Knowledge transfer often starts only when someone gives notice. Then there is little time, and a lot has to happen at once.
Sometimes it starts too broad. Everyone has to "document everything." A handover file or a wiki gets set up. But people who have done the same work for years often no longer know everything they know. They write down what they think is important. The small steps that keep the work running are often missing.
Every situation is different. That is why Vivedis does not use a fixed process. Vivedis maps out what each situation needs. At the core of that is the Knowledge Retention Scan.
What the Knowledge Retention Scan gives you
The scan comes before anything gets documented. It helps you choose what to retain, and with whom. You get a clear view of:
- Which knowledge sits with only one person or one outside party. This is often specialist knowledge: of a core system, a system link, or a step that is not written down anywhere.
- Where the weight of the work lies. Not all knowledge is equally important. Some tasks hold everything up; others are minor.
- How much time there is. That decides what is realistic.
- A list of knowledge gaps. A question without an answer also tells you something: there is a gap.
- A proposal for what comes first, and with whom. That is your starting point for your own knowledge transfer, or for knowledge sessions guided by a Vivedis advisor.
The scan is a signal and a starting point. It is not an audit and not a certification.
How it works
The start usually looks like this:
- Intake by email. You briefly describe what is going on. Then you receive a few standard questions.
- A short conversation with the manager. A Vivedis advisor asks follow-up questions: which role, which system, how much time.
- The scan. Together with the employees involved and the team, a Vivedis advisor looks at which knowledge sits with only one person or party, and where the weight of the work lies.
- Review of the results. You go over the list of knowledge gaps and the proposal for what comes first.
Your team records the knowledge itself, in its own words. Vivedis makes no recordings, transcripts, or AI meeting notes. You do the work with your own team. Would you like a Vivedis advisor to guide you? That is possible too.
Who it is for
The Knowledge Retention Scan is for leaders and budget holders in any organization that depends on critical knowledge in the heads of a few people. Think of IT and operations teams, manufacturing, utilities, healthcare, small and midsize businesses, and scale-ups.
Do you recognize one of these situations?
- A retirement is in sight, and the handover has not started.
- There is a key role with no successor.
- An outside contractor or vendor support person is leaving.
- Only a few people really know a core system.
Then act now: find out which institutional knowledge you need to retain. That is how you take control of key-person risk. Does someone else decide on the budget? Forward this page.
Frequently asked questions
How is this different from a knowledge base or a handover file?
A knowledge base or a handover file is a place to record knowledge. The scan comes before that. It helps you decide what to record, and with whom.
Do you make recordings or AI meeting notes?
No. Vivedis makes no recordings, transcripts, or AI meeting notes.
Does the scan judge whether we meet a standard?
No. The scan shows where knowledge is vulnerable and gives you a starting point. What you do with it is up to you.
What if the employee leaves in a few weeks?
That is when the scan helps most. When there is little time, you cannot take over everything. The scan helps you choose where to spend the time that is left.
Know which knowledge you need to retain
Send us a few sentences about what is going on: who or what might drop out, and when. You don't need to share names. A Vivedis advisor will reply.