Five Useful Hints for a Professional Handover

How to Deliver a Professional Handover: Five Useful Tips

Most of us will have several jobs during our careers. Whether you are changing jobs, moving departments, or preparing for extended leave, a professional handover is an essential part of ensuring a smooth transition. Completing a handover for the person who will ultimately replace you requires a lot of diligent work and organisation. A well-prepared handover helps colleagues continue important work, maintain productivity, and avoid unnecessary disruption after your departure.

So how can this necessary process be simplified and made effective? Below are five useful tips to help you prepare an effective professional handover.

1. Create a Checklist

It is good practice to have a specific handover checklist that provides accountability. The checklist should include everything that the new person taking up your role needs to be aware of. The following information should be gathered as soon as possible:

• Your day-to-day responsibilities
• Information on specific software and processes
• Important documents
• Any client lists that need to be handed over
• Key contacts within and outside the company
• Key staff information (if you are a manager)
• Any projects that need finalising or delegating
• Who needs to receive the handover documentation?

2. Create a Clear and Comprehensive Handover Document

A handover document is one of the most important tools for ensuring continuity within a team. The aim is to address the most urgent and most time-consuming tasks first so that you are not rushing things through in your last week. In contrast, the end of your timeline should be mainly of administrative tasks and a few minor loose ends that need tying up.

Split your report into clear sections with specific headings, for example:

• What your role is and who you are accountable to
• A clear analysis of your weekly, monthly, and quarterly responsibilities
• Targets, deadlines, progress, and evaluation reports
• Expectations of the role and procedures associated with them
• Key contacts and details
• How to use relevant software and login details
• Targets, deadlines, progress, and evaluation reports

You should keep a dedicated section for your team’s continuous professional development if you are a manager, and the areas of work they are actively involved in. You can also indicate where you keep staff records.

3. Allow Time to Prepare Your Handover

Allow sufficient time to create and prepare the content of the handover and to communicate it effectively to the new job holder. Begin preparing the handover as soon as a resignation is received. Although this may seem obvious, in practice, it is surprising how often handovers and supporting documents are left until the very last minute. This can leave the new employee struggling with basic information, never mind the more crucial and time-bound actions that need to be carried out.

A face-to-face handover meeting allows the new post holder to raise a list of questions and queries and gain clarity on any issues. The type of meeting will allow the new post holder to be fully aware of the demands and expectations of the role.

If the new post holder can spend time work shadowing and working with the outgoing job holder, they are highly likely to benefit from some hands-on experience while gaining the opportunity to ask questions about issues as they arise on the ground.

It also is very beneficial, if possible and both parties in agreement, for the outgoing jobholder to stay in contact for a period after leaving the role to provide information.

4. Clearly Define Tasks 

The handover should be in written form with notes setting out key day-to-day activities and particular current issues (short-term, medium-term, and long-term). The professional handover should provide a clearly written outline of the role, responsibilities, key duties, and expectations. Clearly defined tasks allow the person who takes over the role to be able to absorb role requirements and specifics promptly and accurately. Involve other colleagues in the handover process, as they may contribute ideas and help identify what needs to be communicated. Check all documentation to ensure it is accurate, comprehensive, and complete.

If possible, it is highly beneficial for the outgoing jobholder to share the relevant documentation with the new jobholder at least a week before the outgoing employee leaves. This allows the person taking over the role (if already employed) to read and comprehend the documentation and follow up with any questions they may have.

The handover documentation should include best practice information, upcoming deadlines, important contacts, and any ongoing issues. Include essential operational information such as login details, passwords, key locations, and any other useful information the new post holder needs to know, for example:

• an overview of ongoing issues
• a calendar of forthcoming events and deadlines
• a guide to navigating files and folders

5. Double Check – Everything Covered

Once you have completed and checked your handover preparation, you can begin winding down towards your final day. Having a structured and efficient handover process will give you peace of mind as you transition into your new venture, and your colleagues will appreciate your efforts.

The professional handover process can indeed be overwhelming for most of us, so be sure to be gentle with yourself, give yourself sufficient time, and double-check all documentation. If you are unsure about any specifics or need affirmation in a specific area, reach out to line managers or colleagues for support and insight.

Although you will likely have a handover meeting with your manager, it is good practice to write a handover report to ensure a smooth transition. The document must be comprehensible, specific, concise, and read like an instructional manual that flows.

Keep in mind that, no matter how much planning you do, you will still need to finish some loose ends before moving on. It is important to let relevant parties know who to contact in your absence and to enable automatic replies on your work email with this relevant information included.

Professional Handover Checklist

Before leaving your role, make sure you have:

• Completed your handover document
• Updated project information
• Highlighted urgent tasks and deadlines
• Organised important files and documents
• Shared process guidance and key knowledge
• Introduced stakeholders and contacts
• Arranged a final handover meeting
• Answered any outstanding questions

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