A system can be a shared way of preparing a piece of work, checking a result, or handing over. It can fit into a few bearings and a common practice. It requires neither a company nor automation.
The starting question is concrete: what would make the next occurrence easier, more reliable, or more reachable? A repetition can help you spot it. An important consequence can also justify preparing a protection before the problem comes back.
Several volunteers take turns preparing the equipment for a workshop. A shared list says what has to be ready, the checks, and who to contact if something is missing. The group tries it during one preparation, fixes an ambiguity, and agrees who will keep it updated. The list serves the work; it does not replace help when a new situation turns up.
To start, watch a bounded activity with someone who knows it. Look for what varies, what repeats, and what protects the next step. With more experience, you can compare several cases or examine a dependency that has become habitual. Neither of those requires removing a step before you understand what it is for.
Documentation, a demonstration, pairing and automation are all possible means. What they are worth depends on the need, the access, the time, and the cost of upkeep. Keeping a manual practice can be reasonable. Delivering a service directly is still a useful contribution even when it depends on you being there.
If you are growing a team, give time to examining and to passing on. A person who is the only one who knows how has not necessarily chosen that. Prepare the access and the support for whoever takes over, then check they can act inside the agreed remit. If you are backing a project, feedback on a procedure, or time to learn together, can already help.
Processes can also get too heavy. Examine the load each rule creates and what it is for, without mistaking a forgotten reason for a function that has disappeared. A shared change needs the agreement of the people who answer for it, and an examination of its consequences.
A sign of progress: the next occurrence, or the next handover, has useful bearings, and you can say what they made easier or what needs adjusting. A protection kept after examination can matter as much as a step removed.
The leverage cards complete this reading if a solution deserves reusing or extending, taking its upkeep into account.