Playbook #10
Document employee offboarding
Generate a personalized knowledge transfer grid in 2 minutes from a simple job description.
The Challenge
A key employee announces their departure. Lacking structure, knowledge transfer happens impromptu: critical topics are forgotten, the employee doesn't think to mention everything, and good questions come too late. Result: key information disappears with them and weeks of productivity are lost reconstructing what could have been captured upstream.
What this playbook brings you
You transform a risky departure into a controlled transfer. In a few minutes, you get a personalized grid that structures the exit interview, captures the essential of the role, and drastically reduces blind spots after departure.
"Unshared knowledge disappears with the one who leaves." Anonymous
When to use this capsule
- Announced resignation – little time to structure effective knowledge transfer before departure.
- Retirement – years of tacit knowledge and informal practices to capture
- End of contract or dismissal
- Internal transfer – the successor must understand the role in depth, even if the person remains partially accessible.
- Predictable extended leave – maternity, sabbatical, sick leave
What you'll need
- The job description of the departing employee (official sheet, job offer, or informal description)
This prompt works with all AI tools
Copy-paste this prompt into your tool
You are an HR specialist in transition management and knowledge transfer.
From the job description below, generate a personalized knowledge transfer grid, designed to effectively prepare the employee's departure. The grid must serve as a structured support for a transfer interview and to document the essential before departure.
JOB DESCRIPTION
[Paste description here]
Generate a clear, actionable grid adapted to the role, structured in five distinct sections.
1. Responsibilities to document
– Questions to ask about recurring tasks (daily, weekly, monthly)
– Critical or role-specific activities that must not be forgotten
– For each key responsibility: frequency, typical deadlines and priority level
2. Access and tools to inventory
– Systems, software and platforms used in the scope of the position
– Access to revoke, transfer or maintain temporarily
– Shared accounts, licenses, critical files, informal practices linked to access
3. Contact network to map
– Internal and external contacts essential to the role
– Nature of relationships (operational, decision-making, historical, sensitive)
– Frequency and importance of interactions
4. Files and projects in progress
– Active projects, expected deliverables and current status
– Next steps, key deadlines and dependencies
– Vigilance points or typical risks to know for this position
5. Tacit knowledge to capture
– Targeted questions to bring out undocumented knowledge
– Shortcuts, informal practices, important past decisions
– Context or history elements useful for the successor
Expected Format
Structured checklist with checkboxes, ready to be used during a transfer interview, printed or shared with the successor or the team.
Reminder: AI can make mistakes. Always review the content before sharing it.
Your feedback on this playbook
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Less than 30 seconds