Knowledge transfer

Knowledge transfer is essential in the context of IAESTE Exchange Programme for several reasons

Strategies for Effective Knowledge Transfer

• Documentation: Create and maintain comprehensive documentation covering all IAESTE operations, from intern placement to administration, benefiting both new and experienced members. It’s good practice to create templates that can be used and improved in the future.

  • One of the biggest challenges that come with changing the incoming exchange administrator is the continuity and the know-how of the visa process. For this reason, it is important to document the whole process for the future exchange administrators. One big step in documenting the process is writing down the type of visa the interns need, along with the conditions for getting the said visa and the necessary documents. Additionally, it is useful to prepare templates for the documents that need to be provided to the student, along with the acceptance documents, which would be needed for the permit application (such documents may include proof of payment, proof of address, student status form etc., depending on the country and its legislations.

  • Having a nicely documented incoming process assures faster incoming workflow for the future generations, as well as the ability to accept students that require a visa, without going through extensive research. This, of course, contributes to the global mission of IAESTE’s exchange program.

• Mentorship: Implement mentorship programs for one-on-one knowledge transfer. This is especially important when a new person takes over an exchange related position. A suitable onboarding process should be planned and put into motion, in order to effectively transfer the necessary skills and know-how collected throughout the years. For this reason, if a long-term mentorship is not possible, it would be nice to at least have a 3-month overlap time, where the new person could do the day-to-day activities under the supervision of the more experienced exchange administrator.

• Training Workshops: Organise regular training workshops or webinars on IAESTE exchange  processes, international relations, and cross-cultural communication.

• Knowledge Sharing Platforms: Utilise digital platforms for easy access to documents, templates, and best practices, promoting knowledge sharing among committee members. Google Drive or Onedrive are good options for this.

• Meetings and Discussions: Hold regular committee meetings to encourage open communication, experience sharing, and addressing challenges.

• Feedback: Establish feedback mechanisms to gather input from interns, host organisations, and stakeholders for process improvement.

• International Conferences: Participate in IAESTE international conferences (AC, CEC, COCON, LEAP, JUMP, APIF, etc.)  to learn from other committees, exchange ideas, and build a global network.

• Succession Planning: Develop a succession plan for a smooth transition of leadership roles, ensuring knowledge transfer between committee members.