Knowledge management in companies: The indispensable art of documenting employee knowledge

In today's fast-paced business world, knowledge has become one of the most valuable resources a company can possess. Yet, this knowledge is often fleeting and dependent on the individuals who carry it. This is where knowledge management comes in—a discipline that helps companies document and preserve the valuable knowledge of their employees. In particular, the fact that long-standing employees or key personnel can leave the company and take valuable knowledge with them underscores the urgency and importance of an effective knowledge management strategy.

The Inevitable Loss of Knowledge

Companies often face a major risk: the loss of knowledge due to employee turnover. Long-standing employees and key personnel have accumulated valuable knowledge over the course of their work—be it technical expertise, best practices, or insights into internal processes. When these employees leave the company, not only is their manpower lost, but also a considerable treasure trove of implicit knowledge. This knowledge is often difficult to grasp because it is based on experience, intuition, and personal insights—aspects that are hard to capture in written form.

The Challenge of Actionable Knowledge

"Actionable knowledge" (Handlungswissen), in particular, poses a challenge for companies. This knowledge refers to skills, practices, and decision-making processes that have developed over time. An experienced technician, for example, might be able to solve complex machine problems through a combination of intuition and routine—a process that is not always easy to put into words. Herein lies the value of oral traditions and informal learning.

The Benefits of Knowledge Management

Implementing an effective knowledge management strategy brings a multitude of benefits:

1. Knowledge Preservation: Valuable knowledge is retained even after experienced employees leave.
2. Efficiency: New employees can become productive faster as they can access a wealth of resources and learning materials.
3. Continuity: The quality of work becomes less dependent on individual employees, which ensures the continuity of processes.
4. Innovation: Sharing best practices and ideas can foster innovative approaches.
5. Training and Development: Employees can continuously further their education and improve their skills.

Driving Change: Video Documentation and Training Platforms

Faced with these challenges, companies must develop innovative approaches to capture and preserve the valuable actionable knowledge of their employees. One promising approach is the use of modern technology, especially smartphones. Recording videos is easier today than ever before. Employees can create short clips in which they illustrate complex processes, practical techniques, or proven procedures.

These videos can then be stored in a central training platform that is accessible to all employees. Such a platform offers the advantage that knowledge is not only preserved but also made easily accessible. New employees can get up to speed at their own pace, and experienced employees can refresh their knowledge. The combination of visual and auditory material in the form of videos can help facilitate the grasping of complex procedural sequences.

Benefits of Video Documentation

Using videos for knowledge documentation offers several advantages:

1. Authenticity: Videos allow employees to experience the knowledge in its original environment and context, which increases credibility.
2. Visual Guidance: Complex processes, technical steps, and practical skills can often be explained better visually than in written form.
3. Time Savings: New employees can learn and become productive faster through visual guidance, as they can see directly how tasks are performed.
4. Personal Connection: Videos allow employees to learn from experienced colleagues, which fosters a sense of belonging and exchange.
5. Sustainability: The documented videos remain available in the company, even if employees leave. This creates a long-lasting source of knowledge.

Conclusion: Knowledge Management as a Strategic Advantage

Knowledge management is no longer an optional measure, but an indispensable part of any successful corporate strategy. The fact that valuable knowledge can be lost with the departure of employees highlights the urgency of documenting and preserving employee knowledge. In particular, the often hard-to-grasp actionable knowledge can be effectively captured and passed on to future generations through modern technologies such as video documentation and training platforms. Companies that invest in knowledge management lay the foundation for long-term success and sustainable growth.