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Start the Capability Check

Free knowledge and continuity tool

Make important work easier to hand over.

Capture the answers, decisions, exceptions and relationships somebody needs to keep the work moving. Use it for planned leave, a role change, onboarding or any process that currently depends on “ask the person who knows”.

Start the checklist

Complete this with the person handing over and the person receiving the work where possible. A document cannot reveal the questions nobody thought to ask.

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Purpose and scope

The purpose of the work is clear.

The boundaries of the role or process are clear.

The useful outcomes and service expectations are written down.

The work that is explicitly out of scope is visible.

What would somebody misunderstand if they only saw the task list?

Source of truth

The current source for key documents, data and instructions is named.

People can tell which version is current.

Access has been checked for the person taking over.

Duplicate or obsolete sources are marked or removed.

Where would somebody look first-and would that answer be trustworthy?

Ownership and decisions

The end-to-end owner is named.

Routine decisions and their rules are clear.

Decisions requiring escalation are clear.

Delegated authority and approval limits are clear.

Which decision currently depends on knowing who is safe to ask?

Recurring work

Daily, weekly, monthly, quarterly and annual tasks are listed.

Triggers, deadlines and dependencies are visible.

Checklists or templates are linked where they help.

The completion signal for each important task is clear.

What happens only because somebody remembers it?

Exceptions and failure modes

Common exceptions are described.

Early warning signs are visible.

Recovery or escalation steps are clear.

Known workarounds are either documented or challenged.

What does an experienced person notice before the process fails?

People and relationships

Key internal and external contacts are named by role.

The purpose and normal rhythm of each relationship is clear.

Sensitive relationship context is handled appropriately.

Cover arrangements are agreed.

Which relationship keeps the formal process working?

Risk, access and information

Required system access is listed and approved through the proper process.

Confidential, personal or regulated information is identified.

Retention, security and escalation requirements are clear.

Passwords and secrets are not stored in this checklist.

Do not enter passwords, authentication codes, personal data or confidential information that does not belong in a handover document.

Review and first 30 days

A handover conversation has taken place.

The receiver has tried the work with support available.

Open questions have owners and dates.

Review points are booked for the first week and first 30 days.

The handover material has a long-term owner and review date.

What will show that the handover works when the original person is unavailable?

Summary

Complete: 0

Needs work: 0

Not applicable: 0

Priority gaps

Get help reducing this dependency

Good handover is a property of the system, not a heroic final document.

The work is resilient when trusted information, clear ownership and useful review habits remain after one person steps away.

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