Expert Knowledge Capture Interview Guide

Welcome — capture the knowledge that keeps your plant running

This guide helps you interview operators and subject-matter experts (SMEs) so their tacit knowledge becomes actionable, searchable, maintainable SOPs and digital work instructions. It contains: a short interview script you can read aloud, probing prompts, an artifact checklist for photos and short videos, a plain-language consent template, and a standard storage/template schema so captured content plugs cleanly into your Knowledge Base.

When to use this guide

• Onboarding a new process or role
• Preserving the know-how of retiring or relocating SMEs
• Translating informal shop-floor practices into standardized work
• Preparing digital work instructions or training modules

Time & expected outcome

Plan for a 30–90 minute session per process or sub-process. Each session should produce: recorded notes, 5–15 photos (equipment, key setups, measurements), 1–3 short videos (30–90s focused clips), and a filled storage template ready for review and publication as an SOP draft.

Quick interviewer script (read-aloud)

Introduce yourself, purpose, and get consent. Keep it conversational.

"Thanks for meeting. I’m collecting step-by-step knowledge about how you perform [task name]. This will help other team members perform the job safely and consistently and preserve what you know. I’ll take notes, photos, and a few short videos. Everything will be reviewed before publishing. If anything is sensitive, say so and we’ll skip capturing it. Do I have your permission to record and store this material for training and SOP purposes?"

Consent language (template)

Use a simple written or verbal consent. Save the text with the capture record.

"I consent to the recording and storage of my interview, photos, and video for the purpose of creating training material and SOPs. I understand the material will be reviewed and may be edited before publication. Sensitive information will be omitted on request."

Interview structure & core questions

1. Context & role
   • What is the task name, purpose, and where is it performed?
   • Who performs this task and how often?
2. High-level overview
   • Show me the whole task from start to finish — talk me through while you do it.
3. Step-by-step detail
   • Describe each step in order. What do you do first? What’s next?
   • What tools, materials, and PPE are required?
   • How long does each step usually take? Which steps are most variable?
4. Decision points & checks
   • How do you know the step succeeded? What measurable checks or visual cues do you use?
   • What tolerances, readings, or quality signs do you monitor?
5. Common problems & fixes
   • What goes wrong most often and how do you fix it?
   • Are there quick workarounds you use in the field?
6. Exceptions & safety
   • When should someone stop and call for help?
   • Are there safety-critical steps or lockout/tagout requirements?
7. Improvement ideas
   • If you could change one thing to make this easier, what would it be?

Probing prompt list (use these to dig deeper)

• Why do you do that that way?
• What are the signs that tell you to act differently?
• What would a novice often miss here?
• When you say "usually," how often is that in practice?
• Show me what you mean — can you demonstrate that step again?

Artifact checklist — photos and short videos

Capture clear visuals that support the written steps. Prefer close-ups and context shots. Label every file with a stable naming convention: [Process]_[Step#]_[Type]_[OperatorInitials]_[YYYYMMDD].

• Photos:
  • Equipment overview (wide)
  • Control panel close-up (labels, settings)
  • Tool grips, jigs, and fixtures
  • Key measurements or readouts
  • Safety panels, guards, PPE
• Short videos (30–90s):
  • Full task walkthrough at normal speed
  • Slow or close-up of critical step
  • Demonstration of troubleshooting or adjustment

File handling & storage instructions

Save raw files promptly, tag them, and attach to the capture record. Keep an editable transcript or notes file with timestamps pointing to media clips. Avoid personal cloud storage — use your organization's knowledge repository with access controls.

Standard storage / metadata template (use this schema)

Include these fields with each capture so the content is discoverable and reusable.

• ProcessName
• ProcessStepID (if applicable)
• OperatorName / Role
• InterviewerName
• DateCaptured
• Location / Line / Cell
• EquipmentID
• EstimatedDuration
• Inputs / Outputs
• ToolsAndMaterials
• CriticalChecks / AcceptanceCriteria
• SafetyNotes
• Photos (filenames/links)
• Videos (filenames/links)
• ConsentRecorded (yes/no) + ConsentText
• ValidationStatus (Draft / PeerReviewed / Approved)
• ReviewerName and ReviewDate
• Tags (skills, machine, product)

Validation and turning capture into usable SOPs

• Peer-review: have another operator or supervisor validate the steps and media.
• Trial run: ask a novice to follow the draft SOP and note where they struggle.
• Schedule periodic review cadence (every 6–12 months or after a process change).

Interviewer best practices

• Ask for demonstrations; observe silently as much as possible.
• Record audio and video (with consent) — it's easier to extract quotes and timestamps later.
• Capture exact settings, model numbers, measurement values, and units.
• Respect and tag sensitive information; do not publish it without approval.
• Keep the session focused; avoid turning it into a long brainstorming meeting.

Common pitfalls to avoid

• Skipping verification — always validate captured instructions in practice.
• Over-documenting non-essential detail; prioritize steps that affect safety, quality, or cycle time.
• Letting files pile up unreviewed — use the ValidationStatus field to drive follow-through.

Next steps checklist

1. Complete the metadata template and upload media.
2. Mark the capture record Draft and assign a reviewer.
3. Convert capture into a step-by-step SOP draft with photos and checks.
4. Run a novice-through and capture feedback.
5. Approve, publish, and schedule review.

Notes for domain owners: Consider packaging this guide with an interactive capture form (metadata + file upload), a validation checklist, and a review workflow so teams can capture and approve knowledge consistently across sites.