📊 Transition Playbook

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Kathy → Michelle: 4-Week Knowledge Transfer

A systematic plan to capture 25 years of institutional knowledge — vendor relationships, client history, processes, brand expertise, and war stories — before Kathy's last day. 📄 Full playbook document →

📅 4-Week Timeline

Week 1: Foundation

Focus: Contacts & Relationships
  • Export all contacts (phone, email, LinkedIn)
  • Document top 20 vendor relationships
  • List all active & recent clients
  • Map key relationships (who to call for what)
  • 2-hour daily sessions with Kathy

Week 2: Process

Focus: How Things Work
  • Walk through a project start-to-finish
  • Document proposal/pricing process
  • Record brand standards knowledge
  • Capture vendor selection criteria
  • Shadow Kathy on any active work

Week 3: Wisdom

Focus: War Stories & Lessons
  • Top 10 mistakes & how to avoid them
  • Difficult client/vendor stories
  • What makes a project succeed vs fail
  • Industry politics & unwritten rules
  • Record video interviews for reference

Week 4: Handoff

Focus: Warm Introductions
  • Joint calls with top 10 vendors
  • Email introductions to active clients
  • Attend any scheduled meetings together
  • Final Q&A on open items
  • Sign-off checklist completion

📦 8 Knowledge Modules

🤝 1. Vendor Contact Database

~4 hours to capture

Every vendor Kathy has worked with: company, contact, quality rating, pricing notes, relationship history. Template fields in the full playbook.

🏨 2. Client History

~3 hours to capture

Every past project: property, brand, scope, year, outcome, key contacts, lessons, follow-up opportunities.

⚙️ 3. Process Documentation

~6 hours to capture

End-to-end project workflow: intake → design → RFP → vendor selection → construction → testing → commissioning → handoff.

🏷️ 4. Brand Standards

~4 hours to capture

What Kathy knows about each brand's tech requirements: IHG, Marriott, Hilton, Hyatt, Wyndham. PMS, WiFi, IPTV, locks — per brand.

💰 5. Pricing & Proposals

~2 hours to capture

How Kathy prices projects. Hourly rates, per-room rates, what goes in a proposal, negotiation tactics, payment terms.

💥 6. Lessons & War Stories

~3 hours to capture

Top mistakes, things that saved projects, vendor disasters, client red flags. The stuff you can only learn from 25 years of experience.

🗺️ 7. Relationship Map

~2 hours to capture

Who does Kathy call first for different situations? GCs, architects, brand reps, vendor contacts — the human network.

🤖 8. AI Integration Points

Ongoing

For each module: how Big Yeti Claw agents can capture, organize, search, and maintain this knowledge going forward.

✅ Final Sign-Off Checklist (Before Kathy's Last Day)

☐ All vendor contacts exported and documented
☐ All client history recorded
☐ Core processes documented
☐ Brand standards captured per brand
☐ Pricing model documented
☐ Top 10 vendors personally introduced to Michelle
☐ Active clients personally introduced to Michelle
☐ War stories / lessons recorded (video or written)
☐ All passwords / logins transferred
☐ Business accounts updated (banking, insurance, licenses)
☐ Website / email / domain ownership transferred
☐ 30-day post-transition phone support agreement
💡 AI Agent Advantage: Every piece of knowledge captured during this transition goes into a searchable, maintainable system. Big Yeti Claw can remind Michelle of vendor contacts before meetings, pull up past project details during proposals, auto-generate brand-compliant specs, and flag when it's time to follow up with clients. Kathy's 25 years of knowledge doesn't retire — it becomes the foundation of an AI-augmented operation.