Tasks hang on cases
Not in a separate list that has to be kept up as well.
Practice / Tasks and handovers
Tasks and handovers
When one person taking leave becomes a risk, the business often lacks a traceable work record, trained cover or clear responsibilities. Good records help, but they do not replace expertise.
The starting point
The work
in between.
- Tasks sit on scraps of paper, in emails to yourself and in reminders on a phone.
- What is still open is known only to whoever started it.
- Before the holiday there is a handover meeting in which half of it is forgotten.
- After the holiday there is a second meeting in which it turns out what was left undone.
A suitable design
What needs to
work together.
These components describe one possible individual scope. Scope and rules are agreed with your business.
A handover has a readable record
The current state, sources and open questions stay with the task. A qualified colleague explicitly accepts it. Briefing, questions and a handover process tested in practice remain necessary.
What is left undone gets noticed
It reports itself, and not only once a customer asks.
An example decision card
Four cases hang on one person who is away from Friday
Two of them have a date in the next two weeks.
A short version is ready for all four: what has happened, what is missing, who is affected.
What is in a short version like that?
- the latest state of the case, in full sentences
- what comes next and by when
- who is involved and what was last agreed
- → read out of the case, not recorded on top of it
07 · To take over
A handover that does not vanish into a conversation.
The person responsible is out today. Put together for their cover exactly the sources they need for the live refit, including the decision that is open.
Looking for
What does the cover need to know before the site visit?
The handover does not quietly take a task on. It shows the sources and asks to be accepted deliberately.
- State of the job on 4 Augustsubstructure finished; two variations confirmed found
- Phone note with the site manageraccess only from 1 pm; key at reception found
- Delivery note LS-5421sealing tape complete; special profiles still missing found
- Open decisionapprove the new order value after two variations waiting for an owner
Responsibility
not handed overThe cover can read what is coming up but does not yet carry the open decision.
History
The starting position and the check that ran stay distinguishable.
- Agent · handover Absence noticed; handover prepared from the state of the job, the contact, the delivery and the decision.
An illustration. People, job and documents are invented; accepting only takes effect in this browser view.
A handover is a selection
The whole job is not retold. Four dependable sources explain the state, the access, the material and the one open decision.
Responsibility changes hands explicitly
A task only counts as handed over once the cover accepts it. Until then it stays visible who is carrying it.
The countercheck
Where things
can go wrong.
Task lists become control lists if you let them. As soon as it can be read off who has how much open, what gets entered changes, and the list stops showing reality. It belongs on the case, not on the person.
A useful first trial includes this failure case explicitly. Fast processing alone is not success if checking and correction create more work.
The connection to the next task
Your first stage
Start where
the work improves.
For Tasks and handovers, we choose a bounded first outcome with your team. Existing specialist systems can stay where they fulfil necessary requirements. We compare time relief, payments that can end and the cost of the new way of working.
The workshop gives you priorities and a roadmap. You can continue internally or with support from Markus Kirchmair. The choice of model and agent follows the task, with data and rules retained outside an individual chat.
Explore the workshop →Ready for the next change
Keep the work simple.
The first view should show the next relevant decision. Reasoning and sources remain accessible. We leave out unnecessary features and make actual progress visible.
When a rule changes, agents can help investigate the impact, prepare the adjustment and update tests and documentation. A qualified person assesses the result and its adoption.
Try a change →Your first step
Say yes
to less.
Less unnecessary software. More room for your work. Let’s find the useful first step.