>> New series 2025: Challenges in project work
Many projects involve frequent staff changes. The focus is often on filling positions at short notice rather than ensuring a smooth handover and knowledge transfer. The result? Delays, training costs, and knowledge loss within the project team.
Projects require a stable team structure, but personnel changes are often unavoidable. If these are not managed effectively, the following challenges arise:
In order to minimize the negative effects of changing resources, the following measures should be implemented:
Good documentation as a means of securing knowledge
Use central storage locations for project documentation to facilitate knowledge transfer.
Current project handbook for quick familiarization
Maintain a living project manual with current processes, contact persons, and responsibilities.
Ensure that new team members can quickly access relevant information.
Use representative position or external resources
Establish deputy roles to ensure continuous knowledge exchange.
Bring in external experts to continue critical tasks without delay.
AI technologies can help make knowledge transfer more efficient. They enable:
Automatic summarization and structuring of project documentation
Identification of knowledge gaps and suggestions for improved documentation
Support in training new team members through interactive knowledge databases
You are responsible for project documentation:
Create comprehensive project documentation based on existing documents. Optimize the structure so that it enables quick knowledge transfer and provides new team members with relevant content in a targeted manner.
Which documents are essential for the project?
How can artificial intelligence help you automatically provide the right information?
You are responsible for the project manual and training:
Generate and update the project manual. Analyze existing project data, create meaningful summaries, and develop personalized training plans for new team members.
Which project steps should be documented in particular detail?
How can AI simplify and accelerate the onboarding process?
You will develop an interactive onboarding solution with AI support:
Analyze existing project knowledge, customize learning paths, and offer new employees personalized training modules.
What learning content should the AI provide?
How can it automatically identify knowledge gaps and derive suitable learning opportunities?
A well-thought-out strategy for securing knowledge and role transitions is essential for project success. Good documentation, an up-to-date project manual, and the use of deputies or external experts ensure that personnel changes run smoothly. Rely on systematic knowledge retention and AI-supported onboarding to implement projects efficiently and minimize delays despite changing resources.
If you would like to learn more about challenges in project work—especially on the topics of unclear project goals, lack of follow-up, unrealistic schedules, scope creep, lack of decisions, Conflicts within the team, Communication problems and barriers, please take a look at the Expert Knowledge section of our website.
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