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IRP Information Requirements Planning

Avoiding knowledge loss when staff leave

When a colleague leaves, or is suddenly absent, part of the knowledge often disappears with them. With IRP in Lean ERP, that knowledge sits in the steps of your processes, not only in the head or the mailbox of one person.

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Knowledge that stays when people go

Knowledge sits in the processesWorking method, instructions and information are attached to the step where they are needed.
Experts per stepWhoever knows a step best records their knowledge at that step, for the colleagues who come after them.
Faster onboardingA new colleague finds at their step what to do and which information belongs to it.
Less impact from absenceIf someone is absent, a colleague sees where the work stands and what is still missing.

Where does knowledge get lost?

In many companies, valuable knowledge sits with a few people. How a particular file runs, what a customer asked for, where that one plan is: it is in a mailbox, a personal folder or simply in someone's head.

As long as those people are there, nobody notices. When someone leaves, or is ill for a few weeks, the search begins. Colleagues ring round, files stand still, and a new member of staff depends on others' explanations for weeks.

The problem is not that the knowledge is missing. It is just not in the place where the next person looks for it.

Knowledge at the step

With IRP you define your processes as a sequence of steps. Each step holds the information it needs, and also how the step should be done: the working method, the checks, the documents.

Whoever knows a step best can record their knowledge there. A safety procedure or the working method for a certain type of project is then not only passed on by word of mouth, but sits at the step, for everyone who carries it out.

Which information and instructions belong to a step is set up with you at the start, per process.

**Real screen from the demo environment**, with fictitious data. A process model with, per step, the information that belongs to it. Click to enlarge.
Real screen from the demo environment, with fictitious data. A process model with, per step, the information that belongs to it. Click to enlarge.

A new colleague up to speed faster

A new member of staff does not have to ask about everything. At their step they see what needs to happen and which information belongs to it. Onboarding depends less on who happens to have time to explain.

Onboarding itself is also a process. Creating accounts, providing equipment, planning training: with a "New employee" process, every step is ready, with the information it needs. What has been arranged and what is still to do, everyone sees in the same file.

**Real screen from the demo environment**, with fictitious data. The onboarding process for a new employee: at the step "Provide equipment", the buddy and the equipment list are filled in. Click to enlarge.
Real screen from the demo environment, with fictitious data. The onboarding process for a new employee: at the step "Provide equipment", the buddy and the equipment list are filled in. Click to enlarge.

Suddenly absent? The status is visible

If a colleague is absent or leaves, another colleague takes over from the same steps and the same information. What has been done and what is still to do is in the file. Nobody has to search a mailbox.

Per step, the stand-in sees what has already come in and what is still missing. They can carry on where their colleague stopped, with less delay for the customer.

**Real screen from the demo environment**, with fictitious data. Per step, which information has come in and which is still missing. Click to enlarge.
Real screen from the demo environment, with fictitious data. Per step, which information has come in and which is still missing. Click to enlarge.

Frequently asked questions about knowledge loss

How does IRP help when staff leave?

The information and the working method are attached to the steps of your processes, not to one person. A colleague who takes over sees per step what has been done and what is still to do.

Can a new employee get started faster?

At their step they find what needs to happen and which information belongs to it. Onboarding itself can also be a process, with the necessary information per step.

Who records the knowledge per step?

Whoever knows the step best. Which information and instructions belong to a step is set up with you at the start.

More about IRP

Read on about how IRP works, or look at other practical situations.

How IRP works ›Practical cases ›No more double work ›Information planning ›IRP in practice ›
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