5 Steps in the Work Handover Process You Need to Know
Why is a work handover process necessary, and how can it be done effectively? There are many reasons why we need to hand over work. Below are 1Office’s suggestions for a 5-step standardized work handover process to ensure work quality is maintained without affecting quality or progress.
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1. What is a work handover process?
For new employees in a company or organization, they need clarity on their tasks and responsibilities. Therefore, departing employees must ensure they hand over their current work to the newcomer. A work handover is the transfer of duties that helps the new incumbent get a comprehensive overview of the tasks, their status, and important notes. Thus, the person handing over the work needs to share practical and subjective information.
2. Steps in the work handover process
For those who are leaving, they need to hand over their work accurately to their replacement. And your responsibility as a manager is to ensure that any information gaps are filled and the new team member is fully briefed when they join. To organize a work handover for a new employee, follow these steps:
Update the job description
The first step in this process is the job description. Ensure that the information is accurate and described in a way that the recipient can understand. The job description includes main tasks, KPIs, objectives, and work tools.
Another point to note is that new employees require additional training. This is to ensure they understand the business, its products, and can proficiently use internal network tools. However, not every business has a common and easy-to-use internal network system. If you are a business owner, you can consider company management software for comprehensive business management.
Provide work information
To ensure the new employee can perform their job well, you need to provide the following information:
- A list of deadlines the new incumbent needs to meet.
- Details of daily responsibilities. (You can use daily work management software to help the new person understand clearly and get a general overview.
- Information about all current projects the new employee will be responsible for. This should include project goals and expected outcomes, stakeholders, current progress, and expected completion dates. Provide more detailed information about the project.
- A list of key clients or product order contacts and their contact information, along with their detailed requirements and the most important reasons they use your product or service.
- Contact information for key colleagues and notes on their responsibilities.
- Notes on any potential issues and how the current job holder has resolved them in the past.
- Additional information about the people the newcomer will manage, such as personal development plans, strengths, and weaknesses.
- Notes on specific processes, files, and login information that the new colleague will need.
- Collection of standard Excel work handover process templates
>> See more: [FREE DOWNLOAD] 6 detailed work handover record templates for employees
Plan the first week of onboarding for the new incumbent
This is a crucial stage in the work handover process. The first week is the time for the new employee to get a proper start, which will have a positive impact on their future work performance.
If you are thorough, provide the new person with documents, a company handbook, the job description, and a list of colleagues. Providing this information will help them feel confident and understand what they are doing and where they fit in, reducing any initial awkwardness. A small tip you can apply is to introduce the new employee to colleagues and clients in advance. When appropriate, let them meet.
To create a complete and quick work plan, you can also use automated work management software to help you track and plan work in the shortest amount of time.
Directly guide the new incumbent
Working directly with new employees and providing hands-on guidance is the fastest way for them to understand the work methods. Instead of just giving them a pile of documents, show them how to work with it. This way, new hires will grasp their tasks much faster and more effectively.
Team members will share in-depth knowledge about their work and clients. New personnel will integrate much faster when they have access to this practical information. Additionally, when team members know and understand each other’s tasks, they can support each other more effectively.
>> Read now: How to create an easy and effective work plan
The content above has introduced users to the 5 steps in the work handover process to help you transfer tasks professionally and systematically. With these 5 steps, the handover will no longer be difficult or time-consuming, and it will help the new person grasp the entire scope of work easily.
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