Steps to Capture, Structure, and Onboard Knowledge During ERP Implementation
Capturing and structuring valuableknowledge during ERP implementation is essential for long-term success, butensuring this knowledge is properly onboarded and accessible to all teammembers is equally critical. The following steps incorporate simple andeffective knowledge onboarding methods into each facet of the process, makingknowledge capture an integral part of your organization’s DNA.
1. Identify Key Knowledge Areas
- Assess Critical Business Functions: Identify key business processes (e.g., finance, operations, supply chain) impacted by the ERP and involve both internal and external stakeholders to capture essential knowledge.
- Knowledge Onboarding Method: Make onboarding seamless by integrating user-friendly tools, ranging from low-tech solutions (checklists, notes) to high-tech platforms (AI tools, automated forms). Knowledge capture should be natural and embedded into daily workflows.
2. Establish a Knowledge-Capturing Framework
- Define the Capture Process: Set clear guidelines for capturing workflows, process improvements, and key decisions throughout the implementation process.
- Use a Reimagined Knowledge Stack: Standardize documentation and knowledge capture across departments to ensure consistency and clarity. Incorporate AI tools for real-time data capture.
- Leverage Workshops: Ensure workshops incorporate immediate knowledge onboarding, capturing expertise structured or informal in real-time.
- Knowledge Onboarding Method: Use onboarding methods that mimic employees' daily activities, such as encouraging them to share knowledge as they would on platforms like LinkedIn. Make it intuitive and accessible, ensuring natural knowledge flow.
3. Incorporate AI-Powered Tools for Knowledge Extraction
- Automate Knowledge Capture: Utilize AI-powered tools to capture Expertise from ERP workshops, project plans, and discussions, organizing data in real-time for quick onboarding.
- Integrate with Existing Tools: Use platforms like SharePoint, Slack, and Teams to ensure knowledge is captured without disrupting workflows.
- Knowledge Onboarding Method: Provide simple AI tools that automatically capture conversations and decisions, structuring them into accessible formats. Short training videos or micro-learning modules can help employees onboard quickly.
4. Reimagine Your Tech Stack with a Unified Knowledge Data Source
- Centralize Knowledge: Build a unified knowledge repository that consolidates expertise , lessons learned, and process improvements. This central hub should hold all captured ERP knowledge.
- Make Data AI-Ready: Structure the data in an AI-ready format for future advanced analytics and automation.
- Knowledge Onboarding Method: Provide intuitive access to this repository with simple navigation tools and user interfaces aligned with employees' current toolsets, ensuring they can onboard and contribute easily.
5. Capture Real-Time Expertise During Implementation
- Document Key Decisions and Process Changes: Capture every key decision and process change in real-time to prevent critical knowledge loss.
- Track Workshop Outcomes: Use automated tools to document workshop outcomes immediately, ensuring participants can access and contribute to the knowledge repository.
- Knowledge Onboarding Method: Implement post-workshop debriefs or digital summaries that employees can review and enrich within minutes, ensuring immediate knowledge onboarding and alignment.
6. Engage Both External Consultants andInternal SMEs
- Treat Consultants as Knowledge Sources: Capture and document external consultants' expertise before they leave, preventing valuable knowledge from walking out the door.
- Facilitate SME Involvement: Keep internal SMEs actively involved in documenting key decisions, encouraging them to share their expertise throughout the implementation.
- Knowledge Onboarding Method: Use simple input methods like forms, voice recordings, or chat-based capture to allow consultants and SMEs to onboard expertise easily. Provide quick start guides and training for effective use of these tools.
7. Use Feedback Loops for ContinuousImprovement
- Capture Post-Go-Live Feedback: Collect ongoing feedback from ERP users after go-live to continually improve processes and system performance.
- Document Post-Go-Live Adjustments: Capture post-go-live adjustments and optimizations in the knowledge repository.
- Knowledge Onboarding Method: Use simple feedback forms or mobile apps to make onboarding quick and user-friendly, enabling teams to continuously contribute fresh expertise and keep the knowledge base dynamic and relevant.
8. Ensure Ongoing Accessibility,Utilization, and Knowledge Onboarding
- Enable Easy Access for All Teams: Ensure that the knowledge repository is accessible to all teams, with easy navigation and search functions.
- Train Employees on Knowledge Use: Provide continuous onboarding and training for new employees or teams, helping them understand how to access, contribute to, and utilize the knowledge repository.
- Knowledge Onboarding Method: Use micro-learning modules, interactive guides, and live Q&A sessions to help employees onboard quickly into the knowledge system. Ensure knowledge contribution is part of their regular tasks, making it a natural part of their workflow.
How Org Brain Consulting Facilitates Knowledge Onboarding
At Org Brain Consulting, we streamline theknowledge capture and onboarding process by implementing easy-to-use,cost-effective solutions that fit your organization’s needs:
- User-Friendly, Cost-Effective Methodology: We provide a simple yet robust knowledge capture system, accessible to all employees, utilizing both high-tech AI solutions and low-tech tools like checklists and templates.
- Onboard Knowledge with Ease: Our consultants ensure that knowledge onboarding is intuitive, mirroring employees' natural work habits whether through AI-driven processes or simple daily capture tools.
- Immediate ROI: We focus on delivering immediate, actionable knowledge onboarding that results in quick wins and long-term value for your ERP system.
By embedding knowledge onboarding intoevery phase of the ERP implementation, Org Brain Consulting ensures thatknowledge is not only captured but actively used, driving both short-termefficiencies and long-term growth.
