“She just knows which vendor to call.”
I ask how she decides, not only what she does, and write down the rule behind each choice.
ELVINA · BEFORE AN EXPERT LEAVES
I run the knowledge transfer before your expert leaves
Your maintenance coordinator is retiring, and nobody else knows which vendor to call at night, or why. I interview them while they are here, write down their decisions and exceptions, and turn them into a procedure and lessons. A backup does the work with them watching, and you decide when the backup takes over.
I capture their decisions and exceptions, and check that a backup can do the work before they go.
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. Whose departure worries you most?
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.
- Interviews while they are still here
- Decisions and exceptions written down
- A backup does the work
Updated
What owners tell me
What walks out the door with an expert
“The manual covers the easy days.”
The interviews go after the exceptions: the night emergency, the upset owner, the part that never arrives.
“We'll train someone after he leaves.”
The backup practices while the expert is still around to correct them.
How I take it on
From one person's head to a backup who can do the work
- 1
What only they know
We list the tasks and decisions that would stall if this person left tomorrow.
- 2
Interviews on decisions
Short interviews about how they choose, and what they do when things go wrong.
- 3
Procedure and lessons
I write a procedure that includes the exceptions, plus lessons and a job aid. They review it, and you approve it.
- 4
The backup practices
A named backup does the real work while the expert watches and corrects.
- 5
Handover, by decision
You decide when the backup works without the expert, based on what the expert saw.
Example
A maintenance coordinator retires
You said: "Our maintenance coordinator retires in the summer, and he is the only one who knows our buildings." I start with emergency calls. Example · property management, 14 buildings
- Week 1Tasks and decisions listed with him: emergencies, vendors, unit turns
- Week 2Three interviews on night emergencies and vendor choices
- Week 3Procedure with exceptions and a vendor decision card drafted. He corrects two rules
- Week 4You approve. The backup takes emergency calls with him listening
- Week 7He signs off on the calls he heard. You set the handover date
Who does what
Who does what
You
Name the expert and the backup, and decide the handover.
Your expert
Gives the interviews and corrects the drafts.
The backup
Does the work with the expert watching and asks about anything missing.
Me
Run the interviews, write the procedure and lessons, and record what the backup has done under supervision.
Before you start
What working with me takes
You send
The expert's role, the tasks only they handle and a first interview with them.
You get
A procedure with the expert's exceptions, lessons and a job aid for the backup, and a record of the work the backup has done.
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 · decision card from expert interviews
Sample result on this page, not a client's work.
Night emergency: who to callDraft for your approval
| If | Call | Why |
|---|---|---|
| Water through a ceiling | Plumber on the night list | Shut-off first, then the plumber |
| No heat in freezing weather | Heating vendor on the building B contract | That contract covers nights |
| A tenant locked out | No vendor | The super lets them in after an ID check |
Anything not on this card: call the property manager.
Source: Interviews, reviewed by the coordinatorEditApprove
BEFORE THE LAST DAY
Tell me who is leaving and what only they know. I'll start the interviews while they are still here.
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.