Free during beta

Sarah's going on maternity leave in three weeks.

She's the only person who knows how the volunteer rota works. She built the spreadsheet. She knows which volunteers won't work Tuesdays. She knows the backup contacts. She knows the one supplier who needs to be called, not emailed.

None of this is written down anywhere.

Your team just realised they have 15 working days to extract three years of knowledge from Sarah's head. And Sarah is busy doing handover for her actual job.

Sound familiar? It happens in every organisation. And it's always a crisis.

The knowledge gap nobody talks about (until it's too late)

What usually happens

✕Key person announces they're leaving or taking extended leave
✕Panic. 'Can you just write down everything you do?'
✕They produce a 2-page doc that covers about 10% of what they know
✕The remaining 90% walks out the door with them
✕Team spends months figuring things out the hard way

With Projan

What could happen instead

✓Key person has a 30-minute conversation with Projan about each area
✓Projan asks targeted questions: edge cases, exceptions, contacts, workarounds
✓Knowledge gets structured into clear documentation with actionable steps
✓Team has searchable, organised reference material before the person leaves
✓New person can onboard without playing detective

3 conversations vs. 3 months of guesswork

Getting knowledge out doesn't have to be painful

Most people can't sit down and "write everything they know." But they can talk about it. Projan turns that conversation into structured documentation.

app.projan.ai

I need to document how the volunteer scheduling works before I go on leave. It's mostly in my head.

Let's break this down. Walk me through what happens when a new week starts - what's the very first thing you do for scheduling?

I check who's confirmed for next week, then fill gaps. But it's not that simple - some volunteers have changed their availability and only told me verbally.

That's exactly the kind of thing that needs documenting. Where do you track these verbal changes right now? And what happens when two volunteers have conflicting preferences for the same slot?

I just... remember. Margaret won't do Tuesdays since her knee surgery, and Dave and Phil can't work the same shift because of a falling out last year.

This is gold. These are the things nobody would ever figure out from a spreadsheet. Let me create a structured handover document with: scheduling process, individual volunteer notes, conflict rules, and escalation contacts.

Your Plan Volunteer Scheduling Handover - Process flow, 14 volunteer profiles with constraints, conflict matrix, supplier contacts, emergency procedures

Why talking works better than "just write it down"

People talk better than they write

Conversation naturally surfaces the details that matter

Projan asks follow-up questions humans forget to ask

No blank-page anxiety - just talk about what you know

Structure happens automatically

Raw conversation becomes organised documentation

Edge cases and exceptions get their own sections

Export to Notion, Google Docs, or wherever your team lives

Knowledge becomes team property

No more single points of failure on your team

New starters have something to actually read

You can go on holiday without your phone buzzing

Don't wait for the crisis

Every team has knowledge locked in someone's head. You could start extracting it today, one conversation at a time. Or you could wait until they hand in their notice and try to cram three years into a Google Doc over lunch.

Start documenting - it's free

Free during beta. 50% off for life for early users.

Just have a conversation

Get structured docs

Export to Notion, Google Docs & more