AIWorkDex
Operations Practice

Transfer a recurring workflow with its exceptions

Give an authorised owner enough observed context, decision limits, and checks to run and improve the work.

Preparation
One observed run, one supervised run, and a review after the first independent use.
Difficulty
Moderate
Task
Hand off recurring work
Back to the Task: Hand off recurring work

Before you start

Get what you need before you start

  • Confirm the new owner has authority for the ordinary workflow.
  • Choose a real run that can be observed without exposing restricted data.
  • Identify the person who retains consequential exceptions and final accountability.

Steps

Work through the method

Use the listed inputs and tools. Check the evidence when you need to verify a step.

  1. Observe one real run

    Record the trigger, inputs, ordinary actions, decisions, output, evidence, access used, and completion check. Redact credentials and unnecessary personal data.

    Why it matters: A real run exposes judgement and dependencies that a verbal step list often misses.

    Input
    An authorised workflow instance, current owner, source records, and recording rules.
    Output
    A redacted observation record with decisions, dependencies, and the completed output.
    Tools in this stepNotion

    Evidence for this step

  2. Write decision limits and exceptions

    Separate ordinary choices from cases that require escalation. Name the authorised decision maker, required evidence, and response target for each exception.

    Why it matters: A new owner needs to recognise where the workflow stops rather than improvise beyond their authority.

    Input
    The observation record, policies, risk boundaries, and authority map.
    Output
    A workflow page with ordinary decisions, stop conditions, and exception routes.
    Tools in this stepNotion

    Evidence for this step

  3. Run the workflow under supervision

    Let the new owner use the page on a real case. The previous owner observes, records ambiguity, and intervenes only at a stated safety boundary.

    Why it matters: A supervised run tests whether the instructions support work without hiding confusion through founder rescue.

    Input
    The workflow page, an authorised case, the new owner, and the acceptance check.
    Output
    A completed supervised run, exception record, and proposed instruction changes.
    Tools in this stepNotion

    Evidence for this step

  4. Accept and improve the handoff

    Check the output against the acceptance criteria. Let the new owner revise unclear steps, then record ownership, review date, and unresolved risks.

    Why it matters: The person using the workflow can identify gaps that the former owner no longer notices.

    Input
    The completed run, acceptance criteria, review notes, and proposed edits.
    Output
    An accepted workflow, named owner, revision record, and open-risk list.
    Tools in this stepNotion

    Evidence for this step

Success checks

Check the result before you finish

  • The workflow begins with a clear trigger and authorised input.
  • Ordinary decisions and consequential exceptions have separate routes.
  • The new owner completed a supervised run that met the acceptance check.
  • The owner can revise the page through a recorded change path.

Failure modes

Watch for these problems

  • The recording exposes credentials or personal data. Stop sharing and replace it with a redacted example.
  • The founder answers every unclear case. Record the ambiguity and improve the decision rule.
  • The owner receives responsibility without access or authority. Restore the previous owner until both are granted.
  • The handoff passes because the founder corrected the output silently. Repeat the run with the correction recorded.

Tools

Choose the tools you need

Sources

Read the sources behind this practice

Check what each source supports and where the advice has limits.