Expertise Capture Interview Template (for top performers)

Purpose

This template helps you capture practical, tacit expertise from top performers and convert it into SOPs, short demo videos, micro-lessons, and searchable knowledge assets. Use it for one-on-one interviews, paired shadowing sessions, or recorded demonstrations.

When to use

• High-risk or high-value tasks where experience matters.
• Roles with frequent variations between staff or shifts.
• Before retirement, role change, or planned turnover.
• To convert an expert’s approach into onboarding or training materials.

Estimated time

Preparation: 20–40 minutes. Interview/recording: 30–90 minutes (depending on task complexity). Post-processing and asset creation: 2–6 hours (transcription, edit, draft SOP, review).

Before the interview: logistics & preparation checklist

• Schedule a quiet time with the contributor and the person(s) who will operate camera/recorder.
• Share the interview goals and estimated run time in advance.
• Get signed contributor consent for recording and use of materials.
• Decide outputs up front (SOP, video clip, micro-quiz) so you capture the right detail and shots.
• Prepare any forms or asset tags you will use (file naming, metadata fields such as role, location, date, task name, version).
• Confirm incentives or recognition for the contributor (paid time, gift card, public acknowledgement, skill-based reward).

Interview structure & suggested timing

1. Intro & framing (5–10 min)

   Explain purpose, what will be produced, how the material will be used, and confirm consent.

2. Role overview (5–10 min)

   High-level responsibilities, key outcomes, typical shift rhythm.

3. Critical tasks walkthrough (15–30 min)

   Go task-by-task: ask the performer to describe and demonstrate each important task.

4. Decision points & rules-of-thumb (10–15 min)

   Where judgment matters—what cues trigger different choices.

5. Exceptions, workarounds & error traps (10–15 min)

   Known failures, near-misses, how they recover, and why some shortcuts exist.

6. Shortcuts, efficiency moves & why they work (5–10 min)

   Capture mental model and conditions where the shortcuts are safe to use.

7. Demonstration capture and practical cues (as needed)

   Record the task in action; capture timing, sensory cues, and measurable checks.

8. Wrap-up & next steps (5 min)

   Confirm follow-up (review draft SOP/video), name an owner, and thank the contributor.

Suggested question prompts (copy and adapt)

Demonstration capture checklist (video/photo notes)

• Record a short uninterrupted full-run of the task (wide shot) to show flow.
• Capture close-ups of critical hands-on steps, tools, meters, and displays.
• Get the expert speaking live during the task, and capture a short standalone narration later if needed.
• Lighting: avoid backlight; prefer soft, even light from above or 45-degree angle.
• Audio: lapel mic for the speaker, room mic for ambient sound. Record a quick vocal test.
• Camera: stable tripod for wide, handheld or second camera for close-ups. Use slow, deliberate framing for small details.
• Step-by-step shots: consider an over-the-shoulder angle for sequence clarity.
• Record short extra clips of sensors, thermostats, labels, and measurement readouts.

Output templates (ready-to-use)

File naming, metadata & versioning

Use a consistent convention to make search and reuse easy. Example:

Site_Role_Task_YYYYMMDD_V1 (e.g., DowntownGrill_LineCook_Searing_20260914_V1)

• Metadata to capture: contributor name, role, interviewer name, date, task code, location, outputs intended, and reviewer/owner.
• Tag assets with searchable keywords (task type, equipment, allergen, safety hazard).

Post-interview actions (workflow)

1. Transcribe recording and attach timestamps to key moments.
2. Draft SOP using the SOP outline and embed screenshots or time-stamped video snippets where useful.
3. Produce short demo video (editor: combine wide run + close-ups + captions).
4. Create a 3–5 question micro-quiz and link it to the SOP or LMS entry.
5. Review drafts with the contributor for accuracy and sign-off.
6. Publish to your knowledge base with assigned owner and next review date.

Interviewer tips

• Be curious, not judgmental. Ask "why" to uncover heuristics and mental models.
• Ask for examples and for the performer to show rather than just tell.
• When you hear a shortcut, ask: "When should you not use that?"
• Keep an eye on safety-critical cues; probe those clearly and document limits.

Quick metadata form (copy into your system)

Suggested minimal fields to collect with each capture:

• ContentItemID (if using system), Contributor name, Role, Task name, Site, Date, Interviewer, Camera operator, Primary outputs intended, Consent signed (yes/no)

Why this matters

Capturing expertise with structure preserves consistency, reduces retraining time, and makes implicit knowledge visible and teachable. This template focuses your effort on the moments that matter so you get usable, reviewable outputs quickly.