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Knowledge harvesting toolkit

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This page includes reusable content and guidance to conduct a knowledge harvest with a colleague who is leaving a team or organisation. It may also be useful when your organisation is going through a big change.

This process was conducted by NES Knowledge Services based on guidance from NHS England library services | Knowledge retention and transfer toolkit.

Knowledge harvest process

Identification of key knowledge areas

  • Initial discussion with line manager and harvestee
  • Identify one or two colleagues (other than line manager) who will facilitate the harvest
  • Agree where and what format to store harvested knowledge e.g. SharePoint, word documents, whiteboard tools
  • Harvestee will have lots of content to sift through. This could include:
    • Collate vital emails either in a shared mailbox or as saved documents. Emails can also be saved in OneNote
    • Key contacts list
    • Calendar of events
    • ‘Work in hand statements’ - brief position statement for each ongoing/unfinished area of work
    • Useful resources list
    • Any necessary how tos, best practices, SOPs not already noted
  • Check out this template page in Microsoft Loop: Knowledge harvesting process template | Loop (NHS Scotland staff only - you will need to sign in with your M365 work account)
  • Also available as a word document: Knowledge harvesting process template | Word

Preparation for harvest

  • Share the below forms with harvestee and colleagues
  • Set meeting dates for elicitation interview and team Q&A
  • Harvestee should also have as many one to one meetings as they feel are needed with line manager, people they line manage and colleagues they work closely with to pass on necessary knowledge

Elicitation interview

Team Q&A

  • Harvestee and all immediate colleagues invited
  • Share more widely if required
  • Consider Fishbowl format
  • See supporting information and links on Tools for knowledge exchange

Package material

  • Facilitators pull together from Form responses and elicitation interview/Team Q&A
  • In agreed format 
  • Added to agreed location with other handover documentation
  • See supporting information and links on Tools for knowledge exchange

Approve material

  • Harvestee reviews and adds final comments

Share knowledge asset

  • With immediate colleagues and wider if necessary
  • Promote via email, Teams channels or however best works for your team
  • Can be retained or adapted by replacement staff
Contact us

If you would have any feedback on the above resources please contact NES Knowledge Services.