Tacit Knowledge Transfer Mentoring Program: Program Management Guide

1. Program Introduction & Benefits

This 6-month Mentoring Program is designed to systematically capture and transfer the invaluable, often unspoken, expertise (tacit knowledge) held by senior employees to other employees. Moving beyond formal documentation, the program leverages the proven OPPTY Model (Observation, Practice, Partnering, Taking Responsibility) to create a structured, hands-on learning journey that integrates directly into the workflow.

Strategic Benefits for Employees and the Organization:

1. Accelerated Proficiency & Reduced Ramp-Up Time: Employees gain practical, context-rich skills and understand the "unwritten rules," leading to faster, more effective performance in complex roles.
2. Enhanced Innovation & Problem-Solving: By internalizing expert intuition and decision-making frameworks, employees are better equipped to tackle novel challenges and contribute innovative solutions.
3. Strengthened Organizational Culture & Continuity: The program fosters intergenerational connections, actively preserves critical institutional knowledge, and reinforces cultural norms through direct social learning.
4. Increased Employee Engagement & Retention: Participants benefit from personalized development, recognition, and stronger internal networks, boosting job satisfaction and loyalty.
5. Builds a Sustainable Knowledge-Sharing Ecosystem: Establishes repeatable processes and a culture where sharing expertise is valued, rewarded, and becomes a standard practice.

2. Program Expansion Strategy

Evaluation: This is a Mentoring Program, as defined by the input category. Therefore, the core design already incorporates a mentorship layer as its primary mechanism. No supplemental layer is required, as the program's goal of transferring tacit knowledge is intrinsically achieved through the structured mentor-mentee relationships and activities outlined in the research (e.g., OPPTY model, shadowing, joint problem-solving).

3. Implementation Roadmap

Launch Phase (Pre-Program to Month 1)

• Secure Executive Sponsorship & Budget: Align program goals with business objectives and secure necessary resources.
• Form Program Steering Committee: Assemble a cross-functional team from HR, L&D, and business units to guide design and advocacy.
• Define Mentor & Mentee Criteria: Establish clear profiles for senior experts (mentors) and target learner groups (mentees). Open applications/nominations.
• Matching & Onboarding: Use a structured process (considering skills, goals, personalities) to pair mentors and mentees. Conduct kick-off workshops for both groups to set expectations, train on the OPPTY model, and establish communication protocols.
• Tool Deployment: Roll out selected program management and communication tools (see Section 4).

Tracking & Operations (Months 1-6)

• Program Manager Oversight: Dedicate a program manager to monitor pairings, track milestone progress, and serve as the primary point of contact for issues.
• Structured Touchpoints: Implement a cadence of:
  • Bi-weekly/Monthly Mentor-Mentee Meetings: Guided by curriculum pillars.
  • Monthly Cohort Check-Ins: Virtual or in-person forums for mentees to share experiences.
  • Quarterly Mentor Community of Practice Sessions: For mentors to share best practices and challenges.
• Content & Resource Delivery: Release supporting materials (see Section 5) aligned with each program pillar.
• Continuous Communication: Share success stories, program updates, and leader endorsements via internal channels to maintain engagement.

Success Measurement

• Quantitative KPIs:
  • Pairing Retention Rate: >90% of pairs remain active for the full 6 months.
  • Activity Completion: 100% of pairs complete core milestone activities (e.g., 20+ observed/practiced tasks).
  • Project Handoff Success: ≥80% of mentees can independently handle a defined set of expert tasks by program end.
  • Event Participation: ≥90% attendance at mandatory workshops and reflection sessions.
• Qualitative KPIs & Feedback Mechanisms:
  • Pre/Post-Program Surveys: Measure mentee confidence in applying tacit knowledge (e.g., "I understand the unwritten rules of X process") on a 5-point scale. Target: 75% report a score of 4+ at exit.
  • Structured Mentor Reviews: Mid-point and final reviews where mentors assess mentee internalization using a competency rubric.
  • Reflective Artifacts: Submission and review of mentee journals, "Show Your Work" demo videos, or case studies showcasing applied learning.
  • 360-Degree Feedback (Optional): For select participants, gather feedback from peers/managers on behavioral alignment with expert norms.
• Reporting: Compile KPI data into a monthly dashboard for the steering committee. Conduct a final program review to evaluate ROI and plan for the next cycle.

4. Approved Tools List

Based on the program's needs for structured pairing, relationship management, content delivery, and community building, the most relevant tools are:

1. Mentorship Software: Primary Tool. Essential for efficiently managing mentor-mentee applications, matching, meeting scheduling, goal tracking, and collecting feedback. It provides the structured backbone for the entire 6-month journey.
2. Internal Social Network: Critical Support Tool. Facilitates the "Collaboration and Social Networks" pillar by enabling "Working Out Loud," sharing success stories, hosting discussion forums for cohorts, and building a non-competitive, knowledge-sharing culture beyond the formal pairs.
3. LMS (Learning Management System): Key Delivery Tool. Hosts the structured curriculum content, training modules for mentors/mentees, video libraries of "Show Your Work" demos, and tracks completion of assigned learning activities related to each pillar.

Justification: Coaching Software is less relevant as the dynamic is mentor-led knowledge transfer, not purely facilitative coaching. ERG Software is too broad. Personality Tests could be used optionally in matching but are not core. Onboarding Platforms are too narrow in scope. The selected trio directly enables the program's core operations, learning, and community aspects.

5. Resource & Content Library

Training Content for Mentors

• Article/Guide: "The Mentor's Role in Tacit Knowledge Transfer: Going Beyond Advice."
• Video Topic: "How to Narrate Your Work: A 'Show Your Work' Demo for Mentors."
• Guide: "Structured Feedback for Tacit Skills: The SBI Model (Situation-Behavior-Impact) in Practice."
• Article/Guide: "Facilitating Reflection: Powerful Questions to Unpack Your Mentee's Experience."
• Workshop Guide: "Leading a Joint Problem-Solving Session: Frameworks for Collaboration."
• Checklist: "Preparing for Effective Shadowing: What to Do Before, During, and After."

Training Content for Mentees

• Guide: "Setting Powerful Learning Goals for Tacit Knowledge Acquisition."
• Article/Video: "The Art of Active Observation: What to Look for Beyond the Manual."
• Worksheet: "My Practice & Feedback Log: Tracking Tasks and Insights."
• Guide: "How to Be a Proactive Mentee: Driving Your Learning Journey."
• Template: "Reflective Journal Prompts for Tacit Knowledge Internalization."
• Article/Guide: "From Partnering to Independence: Planning Your Knowledge Demo."