Manager Checklist: KM / Knowledge Exit Interview

Purpose

• To provide a checklist to ensure Knowledge risk is actively managed during a staff departure

User

• Knowledge Management (Facilitator)
• Departing Staff Member (Subject Matter Expert)
• Manager / Asset Owner / Group Leader
• Successor / Backup (if available)

Checklist

Phase 1: Initiate (Immediately Upon Notice)

☐ Notify Knowledge Manager / KM function

☐ Identify role criticality and risk level

☐ Confirm departure timeline and availability

☐ Identify interim coverage or successor

Phase 2: Scope & Prioritize

☐ Review role description vs. actual work performed

☐ Identify mission-critical responsibilities

☐ Flag systems, services, or knowledge unique to the individual

☐ Agree on knowledge capture priorities (High / Medium / Low)

Phase 3: Support Knowledge Capture

☐ Ensure time is protected for interviews and documentation

☐ Encourage honesty and reflection (this is NOT a performance evaluation)

☐ Remove barriers to recording or documentation

Phase 4: Validate & Transfer

☐ Confirm successor or team has access to artifacts

☐ Schedule walkthroughs or shadowing sessions

☐ Assign ownership for ongoing knowledge maintenance

Phase 5: Close-Out

☐ Confirm all high-risk gaps addressed

☐ Capture lessons learned for the organization

☐ Thank departing staff member for knowledge contributions