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some detail although with the understanding that these might be changed by your successor (see principle No. 2 above). For example, a membership secretary might give a step-by- step list of how each registration is handled at present so that anyone could register a new member correctly in the present system. This section would also include key IT information such as log-ins and passwords (which should not be listed on your computer for obvious reasons).


It may also be helpful to include some information about specialist software that the new post-holder may not have come across before or the way you use social media for promotion.


6 Resources lists


The idea here is to include contact details of anyone your successor may need to get in touch with. It might be a ‘Where to go for help if…’ section.


If you have undertaken research, it would be a shame if your successor did not have this made available to them. So a Minister might list speakers available on certain themes; the Maintenance Manager could list different boiler contracts he or she investigated with costs, and the Office Administrator might include work done to find a church management system and why other options were not followed up. Be careful to stick to facts rather than opinions here, but it can be helpful to warn your successor about common frustrations: suppliers who are often late with deliveries, equipment that is unreliable, rooms that are damp, etc. If you have simple solutions to common malfunctions, share your knowledge here. Finally in this section, a glossary of acronyms or jargon terms in use can be helpful to someone who is not used to your organisational culture.


7 Locations and people lists


An important section will list all the digital and hard copy files being passed over with a brief idea of content (make sure they have all


JOHN Truscott is an independent church consultant and trainer who champions the ministry of creative organisation. Visit his website at https://www.john-truscott.co.uk and check out the Resources section for a growing range of over 180 items which you can print out and/or download. You can follow John on Twitter @johnnvtruscott. Church Administrators should join the UK Church Administrators Network (UCAN) at https://www.churchadministrators.net.


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been sorted and tidied). In an office it may be necessary to explain where certain equipment or stationery supplies are kept. A Youth Worker may need to explain the DVD index. You may want to write this as a ‘Where can I find...?’ section.


Provide also a listing of relevant groups and committees showing frequency of meetings, contact details, etc.


What you hand over


Try to think what your successor would like to know and ensure you provide that information. So what you are going to hand over will probably be a paper or manual explaining the post or ministry, based on the above and supported by:


• a set of digital folders with key resource information;


• perhaps a set of email folders;


• a set of papers that present a record of activity;


• file sets of items, some of which you inherited when you took over;


• references to other documents which are easily available.


Beware handing over too much. Examples to avoid include detailed correspondence about an event, unsorted digital files that have grown into quite a mess, boxes of items you have not bothered to sort out, and detailed ‘how to’ instructions which may be redundant. Beware handing over too little. Lack of contact details, few explanations of what has happened, little detail of what the post entails in practice day-to-day or month-to-month, will all hamper your successor.


A good handover document will inform and equip the one who follows you. They will have a resource to refer back to which will help them avoid panics and missed deadlines. It should give them a great starting point for their new area of service.


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