Start with the decision
Confirm that a loan can meet the receiving team’s actual brief and deadline. Define the equipment set, owner and recipient. Sharing is a service arrangement with practical responsibilities; it is not a useful outcome merely because an asset is listed as available.
Build the record
Create a loan record with IDs, components, condition, compatibility confirmation, dispatch date and expected return. Agree packing, transport, installation competence, damage reporting and permission for repairs. Share only the project details needed by each participant. Keep acceptance from the receiving team attributable.
Check before acting
Inspect before dispatch and after receipt. Resolve missing parts and critical condition issues before use. Record changes to the return date and actual quantities. Confirm the return and update availability only after the item is received and reviewed. The owner’s inventory and recipient’s plan should describe the same physical state.
Worked example — illustrative
A fictional regional team borrows a backdrop system for an event. The owner confirms model, parts and condition; the recipient confirms the venue fit and return logistics. A loan record sets who handles a damaged bag. The asset is recorded as loaned after dispatch, used only after confirmation, and available again after return inspection.
Keep a useful handover
Close the “Plan a loan between teams with clear responsibilities” decision with a named owner and a dated evidence version. The next working record is “Open the reuse planner”. Record whether that step is planned or confirmed; retain the prior decision if new information changes the instruction.
- Confirm the receiving brief.
- Name owner and recipient.
- Agree handling and damage duties.
- Record dispatch and use separately.
- Close the return inspection.
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