When the key person is away: Make the association less vulnerable
If only one person knows the access, supplier, or critical routine, the association has a running problem. Share the necessary knowledge before the absence occurs.
Published September 2, 2026 · Gatherheart
In many associations, there is a person who "knows how things usually work". This person knows the alarm system, the supplier, the special contact in the municipality, and the order of operations at the start of the season. This person is valuable—and vulnerable.
Illness, vacation, or a sudden interruption can mean that a simple task cannot be completed. Preparedness is not about expecting the worst; it is about ensuring that normal operations do not depend on a single private memory.
Identify the key individuals
Ask about each recurring process: What happens if the person responsible is away for two weeks? Can someone else find the instructions, get the necessary access, and know when to take action?
Prioritize areas where absences impact safety, finances, children, access to facilities, or a scheduled event. You don't need to document everything at once.
Document actions — not secrets
An instruction should explain the sequence, responsibilities, and contact information. Passwords and sensitive information should be stored in a secure solution, not in a regular job description. Describe who has access without copying the secret.
Also specify the limit of the deputy's mandate. Can the person order a repair? Who approves a expense? Who is contacted if the normal solution does not work?
Appoint and train a deputy
A name on a paper is not enough. Let the substitute perform the routine with the experienced person at least once. The practical testing reveals missing keys, unclear steps, and tacit knowledge.
Consider rotating the role so that more people learn the process over time. This reduces the burden on the key person and makes it easier to hand over the baton properly.
Test the absence on a quiet day.
Let the normal responsible person be the observer, while the substitute carries out the procedure. Correct the instruction according to the questions that arise. The goal is not an exam, but a workflow that can be understood without guessing.
DGI provides tools such as annual calendars and checklists for board work. The same principle can be applied operationally: knowledge only becomes valuable to the association when it can be found and used by the right people.
In the Hjerterum Association, critical tasks can be assigned to both the primary responsible person and a relevant group. Use the description for process and contact, while keys, codes, and personal data are still securely stored elsewhere.