You can’t always keep your best people. But you can keep their experience.

Transferring knowledge between employees is a challenge for most organisations, if not all. It is a complex process especially when you consider the many reasons team members vacate their job position.

Once triggered, line managers are under pressure to manage the planned or unplanned change as well as their normal work activities.  It can be overwhelming for stakeholders.  Activate™ provides a digital solution and support that offers stability, confidence and continuity during handover processes.

Activate™ brings a focus and structure to team member knowledge transfer and a new approach to capturing, retaining and transferring the important job intel in a variety of written, linked, visual and audio notes.

It’s easy to get started and simple to improve the handover experience for everyone involved.

The pain of a handover is felt after people leave and there is an absence of relevant and understood processes, and no solution existed to perform this function.

Activate™ is a simple and flexible handover management tool that can be applied across a range of employee transitions.

The software is a web app developed using Microsoft technologies and deployed for clients onto a secure Azure server.

This allows clients to deploy and manage handovers easily across multiple locations and to a mobile workforce. Our dynamic workflow captures and organises knowledge and business intelligence for operational leaders and HR functions.

Activate™ will modernise the way your employees handover, support your management teams, and retain the vital intel for your new emerging talent to seize the day when they arrive.

Moving Up

During a team member’s time with an organisation, they continually build on their corporate knowledge and understanding, becoming more experienced and skilled at how they deliver their work.

The overall aim for managers is generally to help their team reach an optimal level of capability and performance for both the individual and employer.

Activate™ allows users to easily demonstrate contribution to the business by enabling them to capture insights on current work activity, business relations and ongoing project commitments.

The Activate™ workflow schedules mid and end-year knowledge review sessions for managers to meet with team members and discuss the development of the team member and their real-time, up-to-date job profile.

Moving On

Exit surveys are a great way of gaining employee feedback to answer how well the organisation is progressing in terms of employment satisfaction and engagement.

The Activate™ solution contains a flexible exit survey tool that the business can use to generate qualitative and quantitative data from leavers.  The review process within Activate™ prompts HR staff and line managers to review the content of exit surveys and discuss post-departure.

The natural process when managing a new team member is to evaluate their existing skills against the skill requirement of the job at hand. Gaps are then managed via a training plan or in more advanced HR departments via a learning and development resource. Thus, developing team member knowledge has become a key consideration, and Activate™ can really drive this area of L&D.

Determining learning needs can be a challenge; however, with Activate™, a manager can provide new starts with tasks of varying complexity during the probationary phase of employment. How the team member handles these tasks can be a great indicator of their true learning needs.

Written job descriptions can go out of date fast due to their static nature in contrast to ever-changing business needs.  The requirements of the role can grow or shrink, and the actual skills required by the team member can change.

Activate™ allows management and HR teams to have a real-time picture of what a job actually entails. This insight can be used by HR and Managers to determine future workforce planning needs and provide ongoing development needs for individuals.

Activate™ helps to quickly establish a healthy rapport between the manager and the new team member. One which allows the team member to feel fully supported, and the manager with an increased level of confidence in their new team member’s ability to excel within the team.

Activate™ achieves this by providing managers with a place for organising and prioritising how an individual inherits knowledge and business intelligence from a previous employee. They can choose what to share and when to do this via the Activate™ on-boarding priorities tool. What’s more, they can quickly schedule meetings with key stakeholders and set up progress reviews throughout the induction period. Having a plan on Day One provides great comfort for the new employee and this is easily achieved in Activate™.

Activate™ provides an essential service to both HR and operational teams.  It performs a team member knowledge handover process using operational knowledge, information, and work in progress.

Activate™ workflow aligns to existing business processes and handovers:

• Ongoing: training plans; and, performance reviews
• Leaving; exit management; and, recruitment.
• Onboarding; induction; and probationary review.

The handover process is one that is cross-functional, with the following functions always present as stakeholders:

• Human Resources,
• Knowledge Management, and
• Operations.

Activate™ can be deployed for all stages or used solely for the actual handover.  The latter involves a more timely focus and commitment from line managers to establish handover requirements with the leaving team member.

Our team of experts are ready to assist with manager training and any change management needs.

-The Activate™ user interface allows an employee knowledge profile to be tailored for any job position, in any working environment.

Users can choose from the following sections:

• accountabilities;
• line management;
• project roles;
• relationships; and
• achievements.

Mature data-driven and process-oriented organisations can take advantage of our process link framework. This standardises and helps to classify data and knowledge captured within Activate™.

When it comes to the job handover, our intuitive interface makes completion a simple and structured experience.

Users finalise their handover content over a series of sessions in their final weeks and months with their current team.

Activate™ handovers are dynamic and flexible where users can evolve their pre-defined templates by adding content that is new and removing items that are no longer relevant. This allows for clear, real-time user profiles which in turn provides the business with an up-to-date view of the overall job requirement.

You don’t need to be an expert to start getting the most out of Activate™. Simply login and review your profile and find out quickly what needs to be refreshed or added for the first time.

‘It is not what you know, it is who you know.”

Many people use this phrase today in business to express the importance of your working relationships. Much like a CRM tool, Activate™ assists users to map the perceived importance of the people connected to their job position. This is a powerful and visual part of the Activate™ solution.

A manager can review the perceived strength of relationships and support their team to improve and extend their business connections. This provides an essential step in an individual’s development pathway whilst also preparing for any future transition.

When it comes to the final handover users can specify who their replacement or peers need to meet, why and when.

Knowledge loss is a major risk for many organisations. The common challenge faced is how do you combat this when you have so many variables at play.

The best place to start is to identify the most critical job positions to deliver strategic objectives, drive business performance, manage customer relations, and ensure operational continuity.

Activate™ has a range of options at a user’s disposal, including audio capture, media file uploads, URL links and notes.

The intellectual assets of a business are often exposed and weakened when experienced talent leave.

Activate™ is a modern solution for building a secure data bank of corporate intelligence. This can be done gradually over a number of years or more intensely during an organisational restructure.

Capturing this important and sometimes critical knowledge and information can be seen in a variety of transition events.

Activate™ provides an excellent platform for team members to document and pass on key handover information about the contributions they have made to the organisation.

Activate™ provides an easy and user-friendly solution to a range of handover scenarios.

Activate™ provides businesses with the best chance of operational continuity during role handovers.  We have a custom-built workflow with pre-planned events, work prioritisation, and automated notifications.  This exists for the ongoing, leaving, and onboarding phases of the end to end employee knowledge transfer process.

If you are uncertain of where to begin then our experts can run a diagnostic check on your business to identify the positions and talent that present the highest operational, regulation and compliance risk to your business.

Activate™ protects your business from knowledge loss and prepares incoming talent for a fast start to a successful career.