English: There, here and over there. Basically, in a sense, to mean restless. A collection of thoughts, musings and ramblings...

Tuesday, April 19, 2011

Handover checklist

I am definitely going to implement this for my successor, especially since I have had a hard time struggling with understanding my duties. I propose to have a proper handover checklist, and a signed acknowledgement of receipt. Something worthy thinking about for all posts in a committee.

Another worthy read on this topic include The Treasurer's Compass at http://www.nonprofitcentral.biz/documents/TC.pdf

This could be the male version of me...!

This checklist has been written from the perspective of a team member handing over to their successor. It can easily be re-written from the perspective of the new team member.

Before they arrive

 Update or write the job description for your post

 Find out as much as possible about your replacement

 Make sure team members, partners and others are aware of your replacement's imminent arrival

 Settle your accounts/expenses.

 Clean out old files on the computer and organise current files into folders

 Copy current files onto memory stick or similar if you are not leaving the computer for your replacement

 Clean out old paper files and organise current papers and documents

 Prepare list of important contacts including name, position, organisation, phone number / radio call sign /email address, notes about past and future collaboration / conflicts.

 Prepare brief handover note.

When they arrive


 Work through the job description

 Explain the line management structure and key working relationships

 Begin introducing them to the team

 Spend time giving them the history and context of the project so far


 New person shadows you in your job

 Use this time to instruct and answer questions.

 Start teaching any new skills that will be needed

 Introduce them to more of the key people in a methodical way and make it clear to everyone when they will be assuming responsibility.

 Draw up and discuss a list of the current issues and those for the coming 3 months


 You take a back seat

 It's clear to everyone that the responsibility has shifted to the new person

 Ensure that your replacement receives the authority and respect needed for the job

 Continue to support and offer advice when asked

 Ensure all the resources needed to fulfil the job are in place

 Leave

Extract from People In Aid, Induction, briefing, handover guidelines

Treasurer’s Handover Meeting Form

This is a suggested template for conducting a meeting between the Incoming and Outgoing Treasurer of the Club. The meeting attendees should tailor this agenda as required.

Previous Treasurer’s name ______________________________ Date: ________________

New Treasurer’s name _______________________________ Time: _______________

Place: _______________________________________________


1) Receipt of the Cashbook (in Excel) for the year-to-date, all paperwork, cheque and deposit books etc…

2) Describe the Systems in place regarding income collection, reimbursements etc…

3) What worked / What did not work?

4) Describe the Banking money processes

5) Discussion of the Audit Recommendations (from previous audit)

6) Any money still to be collected or reimbursements still to be made?

7) ___________________________________________________

8) ___________________________________________________

Comments (is each point fully understood by the Incoming Treasurer)

1) ___________________________________________________

2) ___________________________________________________

3) ___________________________________________________

4) ___________________________________________________

5) ___________________________________________________

6) ___________________________________________________

7) ___________________________________________________

8) ___________________________________________________

_____________________                               ___________________

Outgoing Treasurer’s                                         Incoming Treasurer’s

Signature                                                           Signature

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