Tracker, warehouse, tech, sales — when any one is out, the floor is not afraid of an empty seat. It is afraid “only they know that order changed address.” Operations stay up not because culture is nice, but because unfinished work lives in a system pool: reassignable, searchable, and prices outside a role stay hidden.
- 17 unshipped orders reassigned; stock locks still hold.Done
- Three verbal price changes for customer Zhang, no approval — do not release from chat.Backfill
- 4 open install tickets moved to the tech pool; photos moved from a personal album to attachments.Done
- Contract and terms follow the system; a personal quote sheet is void.Done
- The coordination group owner is a personal account. Move the work entry back to system order numbers, then leave customer groups.Close
Breaks almost always mean a person walked out with the documents
Orders in sales Excel, outbound in the warehouse lead’s WeChat, cash promises in screenshots — one person leaves, three hops break. The system turns those hops into objects you can reassign, not file copies. When the group is the only entry, handover fails first. See The risk of taking orders and shipping from WeChat groups. Multi-version sheets will not hand over either. See Excel inventory breaks once volume grows.
Customers and contracts are company assets
A new hire opening a customer card should see contract, terms, unshipped, and open work orders — not ask the customer “how did you used to settle?” Sales and finance on one dataset so handover is not two stories. See Sales and finance looking at the same customers and contracts. Work orders belong to a pool and can reassign, or after-sales breaks. See After work orders close the loop, what changes in after-sales and quality.
Collect permission and devices before you close the account
After the list is checked, revoke: price change, outbound, customer export — same day. A leftover account after someone leaves is riskier than no system. After growth, veterans are scarcer. Do not bind the step to one memory. See Why growth requires an operations system of your own.
Admin is more specific than “someone who can click”
A checklist that can finish means someone already maintains codes, permissions, and open tickets — not a dump on the last day. Name a system admin and an exception owner, with a backup when they are out. If work still runs on WeChat after launch, the list stays red. Why sheets and WeChat are not enough is in Why a company cannot run operations on spreadsheets and WeChat alone. If unapplied cash lives only in a leaving salesperson’s notes, finance breaks first. See From order to cash: how a system cuts one more fight.
At launch DaXi Technology names a system admin and an exception owner, and writes “reassign on exit” into training. Spell out whose absence would stop work. Go to Business systems service page and submit. Shorter handover and mis-ships that do not bounce back are visible efficiency. See The efficiency a business system can make visible. When audit pulls a discount a leaver touched, the log must still be there. See What the system does when you reconcile, audit, or a customer asks for a document.