
5.3  Knowledge Capture 
Knowledge Capture is not a new activity; it was 
already followed up during the past three years with 
about a dozen of events. Two methods were 
considered, the expert debriefing and the interview. 
They are not oriented to factual results of project 
phases but to personal experience gained by a staff 
within a long duration (either at the termination of a 
task or at the end of a position).  
In brief words, the knowledge capture procedure 
consists of four parts: the review of the status 
(knowledge, expertise), the planning and the conduct 
of the expert debriefing / interview and the 
documentation. The expert debriefing is a kind of 
forum / workshop in order to allow the expert to 
explain the specialized knowledge for a selected 
range of topics to a larger group of participants. The 
goal of the expert debriefing is twofold, the 
expression of the underlying expertise in a verbal 
interaction with the audience and the recognition of 
the expert’s merit. The participation in the 
interviews would be very limited, i.e. the expert, the 
moderator and a few members.  
5.3.1  Knowledge Capture Procedure  
In some more details, the knowledge capture 
procedure consists of  (Mugellesi Dow, 2010): 
Step 1: Review of status with an inquiry. The 
objective is to assess the important knowledge 
subjects of the leaving staff as well as the knowledge 
demand required by the group and the successor. For 
the identification of the essential knowledge items to 
be captured different viewpoints (e.g. different role) 
should be adopted in addition to the chronological 
review of the supported projects. The quality aspects 
could be another perspective such as best and worst 
practices, contribution of the success and mistakes 
leading to a possible failure. 
Step 2: Plan for debriefing and interview. This 
includes the sequence of knowledge subjects for the 
debriefing / interviews and its structure. 
Step 3: Conduction of the Debriefing / 
Interviews with the goal of capturing the tacit 
knowledge and to facilitating its documentation. The 
various viewpoints mentioned for the first step 
above has to be adopted for the conduct of the expert 
debriefing and the interviews as well. 
Step 4: Documentation (including the 
transcription) of tacit  knowledge. 
 
 
5.3.2  Knowledge Capture Events 
Knowledge capture events are video-recorded, last 
about 90-120 min. and comprise several sub-topics 
followed directly by a question and answer session. 
The sub-topics should not explain explicit 
knowledge (easily found in text books) but should 
go more into the direction of experience or 
knowledge not easily found in literature. 
Some more explanations should be added for the 
better understanding of the capture events at ESOC.    
  The duration for the expert debriefing is 
limited to two hours. This seems to be 
adequate as the expert debriefing is 
additional to the standard handover 
procedure. Furthermore about four to five 
subjects are selected. Another reason for 
the short duration lies in the assumption 
that with increasing duration the interest in 
participation will decrease. 
  The choice of the four subjects depends on 
the relevance of the gained experience for 
the department / organisation. Normally 
two topics concerning specialized 
knowledge and two concerning experienced 
knowledge are selected. 
  The group of the participants is decided 
from case to case depending on the topics 
and the envisaged subsequent discussions. 
In case of detailed discussions the group of 
participants should be limited as the 
intensity of the discussion will decrease 
with increasing participation. 
5.3.3  Capturing Experience (Erlach, 2008; 
Katenkamp, 2010; Pallaschke, 2011) 
Recently, the handling of the experience was further 
investigated. Since more than a decade the value of 
storytelling for the transfer of knowledge by 
experience has gained in importance. Stories can 
better describe the complexity of reality then any 
theoretical explanations. Stories are important as 
humans think in narrative structures and often better 
remember facts in story form. The application of 
storytelling in knowledge management gains more 
and more in importance. Several companies have 
tested this method and use it. Knowledge by 
experience is considered as a central resource for the 
conduction of organizational processes. The four 
steps (as mentioned above for the capture procedure) 
will also remain for the case of storytelling. 
Knowledge by experience cannot easily be 
discovered with the help of the appraisal results. 
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