The handover test
Could a capable colleague run next week’s fixtures, trials or tournament without calling you repeatedly? If not, the operating knowledge is trapped in a person rather than held by the department.
A practical handover
Use four headings: what is happening; who owns it; where the current information lives; and what could go wrong. Link to the calendar, contact list, rules and live documents. Keep it brief enough that it is actually maintained.
Build the habit
Do a 30-minute handover before every holiday, major tournament and staffing change. It protects students, reduces pressure on leaders and makes the programme more durable when circumstances change.
Share this with the person who needs to run the next version of the system.