What are ways to improve knowledge transfer and offboarding process to prevent loss of critical staff knowledge?
Project Description: Institutional knowledge refers to process information, historical data, best practices and insights that employees develop over time within an organization. When employees change positions or leave the organization, critical institutional knowledge is oftentimes lost or not effectively transferred to others. The City of Hamilton’s Public Works Department recently introduced a procedure requiring staff to complete knowledge transfer prior to exiting a position. The main areas for knowledge transfer include identifying and documenting key processes and lessons learned, using mentorship or shadowing, and building communities of practice. While this provides an important foundation, the implementation will benefit from identifying practical, easy-to-use and effective strategies that have worked in other municipalities.
This project will explore how other municipalities and public sector organizations approach knowledge transfer and offboarding. Students shall gather information on the following:
1. Research knowledge transfer processes, tools, templates and policies used in government organizations to retain institutional knowledge
2. Identify what has worked well, common challenges and strategies used to overcome the challenges
3. Gather information on how these organizations drive adoption of knowledge transfer practices
4. Provide options for a practical, easy-to-adopt and effective knowledge transfer process that may be feasible for use within the City of Hamilton.
The research shall assist the Public Works Department on potential methods ways to support knowledge transfer practices.
City Staff: Ann Thomas, Public Works Department
Deliverables: Primary and Secondary research, Design
Project Start Date/ Availability: Fall 2026
Location: City Wide
City Strategy Priority: Our People and Performance