Preparing for Impact: The Bus Test
Have you ever been part of a team that was wildly productive, in large part to a particular individual? The team as individuals no doubt contribute, but the glue that holds the team together is one single person. They are essentially the maestro of the group. They know all of the ins and outs of the respective project and know how to get the job done. All is well …and then they leave. What now?
Panic Sets In
With the maestro gone, the orchestra falls apart. Team members still know how to do their individual parts but hopes of bringing the project together to create the symphony that existed before is lost. In a scramble, a new maestro emerges. Despite the expertise of the newly appointed leader, they aren’t aware of the little details required to make a smooth transition and the group is stuck in a state of panic and learning until order can be restored.
Sound familiar? You’re not alone. When organizations find a shining star that unites a group, they often become content. Since their leader has been designated, all is well and focus can be placed elsewhere. However as our example shows, this isn’t the case.
Having a solid leader is good…until they leave unexpectedly (hopefully not because they were hit by a bus). Having a solid leader that teaches others and documents how they operate their day to day is better.
How Do I Keep this From Happening to Our Team?
Prepare. The value of preparing for the unexpected can’t be overstated. In critical situations, such as the example above, it is essential to have a contingency plan.
Identify a successor — Decide who will be in charge if a key individual leaves
Map out a game plan — Understand what activities was the prior team member in charge of and how did they accomplish those activities
Document the specifics — Keep all of this intellectual property in a database that can be easily transferred and accessible by the appointed successor. While you’re at it, minimize guess work with specific details.
With a little preparation, you can prevent downgraded productivity.
Plan, Map…Document?
When it comes to planning and mapping, most organizations already have the capability to formulate a plan and sufficient mapping. Documentation though is an entirely different animal and that causes a debilitating hitch in the system.
When documenting, remember Keep It Simple.
Outdated methods such as using binders, reference sheets and manuals are outdated for a reason. They are costly to create (think supply costs), difficult to distribute accurately, lack clarity and if there’s any need for updating, you get to start the process all over again. Similar issues can be said about trying to utilize digital programs not designed with knowledge management in mind.
Look for a Knowledge Management System (KMS)
With a task as valuable as prepping a team member to step into a leadership role, you want a solution that allows you to make the transition as smooth as possible.
Consider a platform that allows for:
- Easy knowledge documentation that also provides clarity to instruction. Consider the ability to add images, videos, links to outside information, etc.
- Simple knowledge distribution that allows you to readily share information to as many or as few individuals as you need.
- Ability to test the comprehension of a specific knowledge set.
- Accessibility of information via any platform (mobile, tablet or desktop) for information reference no matter where the viewer is
Don’t Wait for Failure. Plan for It.
Your team may be good right now, but the future promises change. As with our example above, only when a problem presents itself can you react. The difference between continued success and meltdown is how you’ve prepared for the situation. Get started prepping today, problems will still arise but you’ll be ready.
Considering the Bus Test? Here’s something to get you started
Looking for a KMS? HowFactory has you covered
More information about KMS capabilities and critical knowledge documentation available on the HowFactory Edition publication.
