• 12 months beforehand… … down to: • 10 days beforehand • 3-5 days before.


provide the story of this church/ mission and this post.


5 Write it now


Most people try to write their handover document just before they leave. It is more sensible to write it now – even if you hope to stay in post for some years to come – and then update it year by year. This means there is time to think it through carefully, and no last minute panic when your mind may be on pastures new. It also means that if you have to be away unexpectedly (such as through sickness) the paper is ready. If you are off temporarily (such as for maternity leave) others can cover for you.


6 Have a handover meeting


It makes a difference if you and your successor can work through the document together so you can explain everything rather than just leaving it as print. Even better if the two of you can overlap in post for a short time so that your successor gets used to running things while you are still around to advise.


But if there will be a gap before your successor is appointed (such as for a Church Minister), sections of your handover document may first need to be shared with those who are taking over aspects of your work as a temporary measure.


7 Remain available


It is helpful if you can make yourself available for a few weeks by phone or email to clarify questions that your successor may have. This is not always possible as, for example, someone dismissed from a post may not be open to supporting their successor.


Seven areas to cover


You will probably not need all these sections but they provide a checklist for content. Different types of post will need different balances over this list. You may want to structure your handover document by following these points in order, or use them in turn for each element of a major responsibility. You may decide to put some information in appendices.


1 The big picture


Before jumping in with detail, it is helpful to set out the big-picture aspects of this role: its history, purpose, the long- term vision for what might be achieved, the value system you work within. Next, list who you are responsible to and how that relationship works out. Also who reports to you and how that works.


Now list a small number of broad responsibilities for this post. Voluntary posts may have a single responsibility (‘You are the webmaster for the church’s website.’), whereas paid posts may have a short list.


2 Annual schedule/deadline list


Most posts or responsibilities have an annual cycle. For a Treasurer this may involve budget-setting, preparation of year-end accounts, independent inspection or audit, and quarterly management accounts for trustees. So the handover manual might include a month by month action list. Each of these may need a short explanation of what is involved. A special event organiser may need something that has headings:


• 18 months before the event 13


You might even provide a schedule for organising a single element of any post such as a committee meeting where initial discussions, notice, agenda distribution, minutes may all be timetabled. Or major projects that occur from time to time.


3 Monthly/weekly tasks


This is the same thing but on a shorter timescale. So a news-sheet editor might have a schedule like this:


Monday+


Start collecting items and contact those due to send in


Wednesday


Prepare first draft and check with Minister


Thursday


Final copy and visuals ready Friday


Print and fold, distribute e-version.


4 Current and major projects


It is unlikely that you will move on at a really neat point with no loose ends. You are almost certain to have current correspondence on the go, contracts not yet signed, issues under discussion, and so on. It is important that all these are listed and explained in a separate section so that there can be as near a seamless handover as possible. It can also be helpful to list deadlines coming up in the next month here even if part of the annual schedule section too.


5 Processes, systems and passwords


It may be necessary to explain standard systems, procedures (and policies) in


Continued on page 14


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