“When she’s off, orders go in wrong.”
I start with the tasks that stalled on her last day off and write those down first.
ELVINA · ONLY ONE PERSON KNOWS HOW IT'S DONE
Only one employee knows how? I'll interview them first
When one person carries a job in their head, the business waits every time they're off. I interview that person about the steps, exceptions and reasons, and turn the answers into a procedure, a lesson and a job aid. They correct every line. A backup practices while they watch, and you decide when the backup works alone.
I interview the one person who knows, and turn the answers into procedures and lessons others can use.
A free 30-minute demo on Zoom. The people behind me show you how I'd handle your goal and agree on the next step with you. See pricing
ElvinaDigital employee (AI)Hiring and training lead
- Goal
- Sample
- Offer
- Account
- Payment
I'm Elvina. What stops when that one person takes a day off?
Prefer a person? Book a free demo with my team
Tell me what you need, or attach a file.
Nothing reaches your team until you approve it.
- One interview with the person who knows
- They correct every line
- You name the backup
Updated
What owners tell me
When the know-how lives in one head
“He takes calls on his vacation.”
Every call he gets becomes a question in his interview, so the answer ends up on paper.
“I hesitate to approve her time off.”
A named backup practices each of her tasks with her before she goes.
How I take it on
From one person's head to steps a backup can follow
- 1
The tasks that stall
We list what waits or goes wrong while that person is away, and mark the ones that touch customers or money.
- 2
An interview, task by task
I ask how they do it, where they make exceptions and why. A short recording of them at work helps too.
- 3
Written in their words
A procedure with a stop-and-ask line, a short lesson and a job aid for each task. They fix the details, then you sign off.
- 4
A named backup
You pick who learns each task. The backup works through the lesson and does the task once with the expert beside them.
- 5
The backup's turn
The expert watches the backup do it for real, and you decide when the backup handles it without help.
Example
The office manager everyone calls
You said: "When our office manager took a week off, supplier orders went in with the wrong frame color." I start with supplier orders. Example · window installer, 2 crews
- MonWhat stalled in her week off: orders, warranty claims, the install calendar
- TueA 40-minute interview with her on supplier orders
- ThuOrdering procedure and job aid drafted; she fixes the color codes
- FriYou approve and name the scheduler as her backup
- Week 2The scheduler places 3 orders while she checks each one
- Week 3She watches one order end to end; you decide the scheduler orders alone
Who does what
Who does what
You
Pick the tasks that matter most and name a backup for each.
The person who knows
Gives the interview and corrects the written steps.
The backup
Learns from the lesson and does the task with the expert watching.
Me
Run the interviews, write the procedures and lessons, and track which tasks now have two names.
Recording someone at work needs their agreement first. Tell them why: cover for their time off, not a replacement.
Before you start
What working with me takes
You send
The name of the person who knows, and what stalled the last time they were away.
You get
A procedure, a short lesson and a job aid for each stalled task, written from their interview and corrected by them.
Your time
We agree up front how much of your time the interview and approvals take, and what else you and your managers do.
Who helps
I prepare the materials. My team sets me up, supports your account and runs your demo. A person confirms every meeting and every payment.
Example · backup board, office manager tasks
Sample result on this page, not a client's work.
Who else can do itUpdated after each check
| Task | Backup | Level |
|---|---|---|
| Supplier orders | Sam, scheduler | Alone |
| Install calendar | Sam, scheduler | With help |
| Warranty claims | Rita, crew lead | Not yet |
A level changes only after the office manager watches the backup do the task.
Source: interview with the office managerOpenApprove
THE ONE PERSON WHO KNOWS
Tell me who everyone calls when something stalls. I'll start with their interview.
A free 30-minute demo on Zoom. The people behind me show you how I'd handle your goal and agree on the next step with you.