A practical reference for roles, teams, and small organizations.
This document records how work actually functions in a role, team, or small organization so continuity does not depend on memory, personality, or presence.
What this is
How Things Are Supposed to Work Here is a fill-in workplace reference document designed to make invisible expectations visible.
It captures:
- how work normally flows
- who is responsible for what
- how decisions are made
- what “good” looks like
- what to do when things don’t fit
So that someone new, returning, or stepping in temporarily can understand how things are meant to function without guessing.
When this is useful
This document is most useful when:
- A new person joins a team
- Responsibilities shift or expand
- A role becomes shared or delegated
- Someone is unavailable or leaving
- Work feels chaotic but no one can explain why
- Knowledge exists only in people’s heads
It helps reduce friction before it becomes conflict.
What the document helps prevent
- Repeated explanations
- Unspoken assumptions
- Role confusion
- Decision bottlenecks
- “That’s not how we usually do it” moments
- Continuity loss when someone is absent
This is not a policy manual.
It is a clarity reference.
What’s included
The PDF includes structured sections to document:
- Purpose of the role or team
- How work usually flows
- Decision-making authority
- Communication norms
- Ownership and responsibility boundaries
- Dependencies and handoffs
- What “working well” looks like
- Early warning signs when things aren’t working
- Exceptions, edge cases, and unwritten rules
- Reference links and notes for updates
All sections are fill-in, editable, and designed to be updated over time.
Who this is for
- Individuals documenting their role
- Small teams
- Small organizations
- Consultants creating handover clarity
- Founders reducing dependency on themselves
- Anyone onboarding or offboarding responsibility
If someone new can read this and understand how things are supposed to work, it’s doing its job.
How this fits into Operational Memory
Operational Memory exists to reduce reliance on memory during transitions.
This document supports that system by preserving:
- expectations
- workflows
- decision logic
- context
So continuity survives change.
What this is not
- Not legal advice
- Not HR policy
- Not a productivity system
- Not a training course
It is a reference document — calm, explicit, and practical.
Format
- Fill-in structure
- Neutral, jurisdiction-agnostic language
- Suitable for long-term use
Final note
This document works best when filled out before confusion or transition occurs.
It exists so understanding does not disappear when someone is unavailable.
Available as a downloadable PDF.