HANDOVERS

What is it
Handovers are a knowledge management process critical to organizational continuity. The handover process specifically emphasizes the transfer
of job‐specific operational and institutional knowledge from incumbent to successor employee using a handover note. A handover note is a
factual note created by a staff member who is leaving his/her position, either temporarily or permanently, to assist their successor to carry out
his/her duties. It provides a successor with key knowledge and information regarding the role’s objectives, core responsibilities/tasks,
organizational norms, including people, processes, and systems key to successful performance of the role. The note aims to facilitate a smooth
transition of responsibilities and may also be used for cross‐functional training.

Knowledge captured in handover note may include status of current projects, work processes, procedures & systems, critical lessons learned on
the job, organizational norms, internal/external networks, and other critical considerations to serve as a roadmap to completing job
responsibilities according to standards or department specifications. The note should also summarize the role’s intended impact and influence
areas internal and external to the organization. The incumbent staff should tailor the handover note content to fit the particular needs of the
area of work and position, with supervisor agreement.

Benefits
As a critical part to knowledge continuity management, handovers transfers job‐specific operational and institutional knowledge and
information, leading to enhanced organizational performance, with the end goal of improved organizational continuity. When job task
knowledge, role knowledge, and organizational norms are transferred from incumbent to successor, an organization can sustain competitive
advantages and/or create avenues to realize and utilize existing opportunities.

Figure 1. Conceptual Model of Knowledge Continuity

Transfer of Job Task

Knowledge Continuity

Knowledge

Transfer of Role Organizational Organizational

Knowledge Performance Continuity

Transfer of
Organizational Norms
Knowledge

Knowledge Handover

Handovers | Knowledge Management & Learning Toolkit | International Medical Corps

When to Use It
The handover process should begin when separation notice is given. A handover note should be initialized two weeks prior to departure,
finalized at departure, and shared with supervisor in advance. Prior to staff departure the note should be sent to the successor, and if
circumstances permit, a handover meeting between the outgoing staff and successor should be held. If the successor has not transitioned into
the new role, the handover should take place with the supervisor, and the handover note should be given to the successor upon arrival.

Getting Started

Roles and Responsibilities

Role Responsibility Skills/Competency Needed
Outgoing Incumbent  Responsible for the job handover  Ability and time to document handover
 Prepares and schedules meetings with people the newcomer has to meet (if note
employment overlaps)
 Completes handover note and handover meeting with supervisor
 Manages information exchange of relevant files and other resources
Incoming Successor  Reads and digests handover notes and relevant files  Ability to take over previous scope of work
 Attends meetings scheduled with stakeholders  Ability to quickly take over responsibilities
 Creates partnerships with team members and frequent contacts outside the and tasks of new position
team  Ability to learn from peers
 Requests clarification from supervisor and other team members if something
is unclear
Supervisor  Ensures handover process is implemented  Leadership skills
 With outgoing incumbent, disseminates handover notes and relevant files  Knowledge of the subject matter
 Acts as a coach to incoming successor during handover process

Handovers | Knowledge Management & Learning Toolkit | International Medical Corps

Application
Preparation Conduct and Document Distribute the Handover
the Handover Note

•Begin when notice is given •Summarize roles & •Provide a copy of the
•Gather necessary responsibilties handover note to the
information and •Attach copy of job successor (if already
documentation description (if current) onboarded) and supervisor
•Adapt handover note •Provide detailed insider •Share the document with
outline information respective support offices
•List recent and current •File and update the
projects with status details document for the next
•Describe critical contacts, successor
processes & systems •Create lines of
•Provide names of communication between
coworkers and chain of the departing and in‐
command coming staff
•Conduct handover
meeting: let the departing
and the successor discuss
key points about the job
and knowledge
•After meeting, finalize
handover note

Checklist
1. Prepare the Handover
Gather all necessary information and documentation needed to fill out the handover note
Prepare the handover note two weeks prior to departure

2. Conduct and Document the Handover

Let the departing and the successor discuss key points about the job and other knowledge in an exit interview (see Departing Staff Debriefs)
Summarize the role & responsibilities, duties & tasks
Attach a copy of your job description, if appropriate
Write notes on observations to give insider information to the next person
List Regular/Re‐occurring meetings, with summary of TOR or Objective, Members, Frequency and Commitments

Handovers | Knowledge Management & Learning Toolkit | International Medical Corps

 List recent & current projects being worked on with start date, the goal, intent, outcome, employees involved, cost and budgeting
information (if relevant) and anticipated completion date
Describe major tasks that require certain processes with steps required to complete each major job function
Provide the names and positions of coworkers and the chain of command
Detail insider information about opportunities, partnerships and other advice, as applicable
Fill out all other relevant information, add a section, if necessary for the role, and complete the handover note

3. Distribute the Handover Note

Provide a copy of the document to successor or the supervisor
Share the document with relevant cross departmental contacts, as defined in handover note
File and update the document for the next successor, if feasible and relevant
Create lines of communication between the outgoing and incoming staff members to discuss any gaps

HANDOVER NOTE
HANDOVER NOTE FROM:
Employee Name Employee Position
Department
Start Date End Date
Supervisor
Supervisees
Purpose of Handover Scheduled Leave Reassignment Resignation Other (specify)
Work Files Location
Contact Information After Departure Email/Phone: LinkedIn Profile: [Link]
HANDOVER NOTE TO:
Employee Name Employee Position
Department
Supervisor
Supervisees
Date Beginning
Discussion Date of Handover Note
JOB ACTIVITIES
Link to Job Description: [Hyperlink Here]
Handovers | Knowledge Management & Learning Toolkit | International Medical Corps
Duties To Be Handed Over Action Taken Documents Required Status
1.   Complete
  In Progress
Work Files Location: To Do
[Link] Details:

2.   Complete
  In Progress
Work Files Location: To Do
[Link] Details:

REGULAR MEETINGS
Name Facilitated/Lead TOR or Objectives Members Frequency Commitments
By

REPORTING/INPUT TO REPORT
Name Owner/Contact Inputs Needed Frequency Link to Relevant Files

KEY CONTACTS (Internal and External)

Name Title Department/Country E‐mail Skype/Phone Comments
/Organization

COUNTRY SPECIFIC DETAILS

Country Overview Key Strengths Key Key Follow‐Up Areas
Challenges/Resource
Gaps
   
   
   
   
DONOR/GRANT TABLE
Title Donor Status Start Date End Date Geographic Comments
Location

Handovers | Knowledge Management & Learning Toolkit | International Medical Corps

 ITEMS IN PROPOSAL DEVELOPMENT
Title Donor Status Due Date Decision Comments
Date

OPPORTUNITIES/PARTNERSHIPS/OTHER ADVICE
Item Description Key Stakeholder Suggested Next Steps

APPROVALS
Departing Staff Approval: Date: Successor Approval: Date:
Supervisor Approval: Date:

Resources Referenced
“Checklist for Job Handover.” USAID. http://usaidlearninglab.org/sites/default/files/resource/files/Shell_KM_Job%20Handover%20Checklist.pdf.

Mayhew, Ruth. “How to Write a Handover Report.” Chron. http://work.chron.com/write‐handover‐report‐3331.html

“UNDG Guidance Note on Handover note and End of Assignment Report.” United Nations Development Group. 2013.
https://undg.org/main/undg_document/undg‐guidance‐note‐on‐handover‐note‐and‐end‐of‐assignment‐report/

Knowledge Continuity Management Process in Organizations.” Journal of Business and Economic Research. March 2006.
http://cluteinstitute.com/ojs/index.php/JBER/article/viewFile/2729/2777

Handovers | Knowledge Management & Learning Toolkit | International Medical Corps