Before taking a new position at work, your manager or supervisor will usually ask you to accompany the employee who will continue your work. Your willingness to help during the transition period by proactively making detailed preparations and handovers is a way of ensuring smooth company activities and building an excellent reputation when you change jobs or take a new position.
Step
Part 1 of 3: Preparing for a Job Handover
Step 1. Invite your boss to discuss the handover plan
Meet with your boss to discuss in detail what you need to do during the transition. Depending on your job and your boss's leadership style, he or she may ask you to contribute a lot during the handover, for example, if you are asked to teach or train a replacement employee for a few days or a few weeks.
- Usually, you have to prepare documents as proof of formal handover.
- Discuss this plan with your boss. Ask how much he or she hopes to contribute and what you should prioritize during the transition.
Step 2. Draft the handover document
After knowing the boss's expectations in detail, prepare a draft handover document. In addition to helping you get ready, this document contains tasks and information to turn in during the transition. The following must be included in the handover document:
- Detailed information about daily activities, work and work priorities.
- A description of the important things to do and the responsibilities that must be fulfilled in your current position.
- What is expected of the person who will replace you.
- The list contains important files that must be submitted, such as an agreement or work program.
Step 3. Complete unfinished tasks
If you have to change jobs immediately, try to complete any work in progress. In addition to providing satisfaction from this achievement, you are also helping others to start their work from scratch. This way, you will be able to leave a positive impression and build a good reputation.
- However difficult it is, work harder if there is a task that is approaching the deadline.
- Completing a new task that is approaching a deadline may be very difficult for people who do not yet understand the intricacies.
Step 4. Talk to coworkers
Before the transition period begins, set aside time to discuss with your co-workers about the handover plan and ask what you should prioritize. If there is a new issue that you are not aware of, take this opportunity to seek information and determine a solution.
- New issues usually don't make much of an impact ahead of a move, but they can be passed on to the person who will replace you if you already know about it.
- Take this opportunity to share your plans and moving dates with coworkers. Also inform them about the transition period so they can prepare themselves.
- You need to tell your co-workers about your moving plans as work productivity tends to decline during the transition period.
Step 5. Prepare a formal handover document in writing
The final step in preparing for the transition period is to produce a formal handover document. When preparing a draft, include and explain all important information and then discuss it with superiors and management who will be affected by this plan. Complete the handover paperwork and send it to your successor a few days before he starts work. The content may vary by job, but the handover document should at least include the following:
- List of tasks and work schedule.
- Information about work in progress.
- The calendar contains the planned activities and deadlines.
- Keyword information and login procedures.
- List of contacts related to work.
- Guide to accessing files and directories on a computer.
Part 2 of 3: Going through the Transition
Step 1. Take as much time as possible
After the employee who replaced you starts working, you may not have moved and have been asked to accompany him until he understands his job. The length of the transition period is uncertain, it may be days or weeks. However, the more time you give yourself, the more information you can convey.
To ensure that you provide complete information and that nothing is missed, involve your substitute in a variety of daily activities
Step 2. Submit important documents directly
During the transition period, you will have to hand over important data and documents in person. This way, you can ensure that important things are done right and priorities are clearly defined. In addition, the two of you still have time to discuss information that needs to be discussed further before you move.
- Take this opportunity to explain important information to him and he can ask very useful things to do a good handover.
- When discussing, take the time to provide an overview of the work situation and explain the context of the conversation so that no information is missed.
Step 3. Make an effort to provide assistance
If you both still work in the same office, be supportive and proactive. If there is a problem, provide assistance by identifying the cause and finding a solution together. New employees usually feel uncomfortable or uncomfortable the first few days and won't bother you by asking questions.
- Make it clear that you are available to provide support and assistance if needed.
- This way, both of you can support each other to fulfill responsibilities during the transition.
Step 4. Hold a final meeting to discuss the handover
Before moving on and doing a complete handover, have a meeting with the person who will replace you. Ask him to prepare questions and take notes with things he has been dealing with. This meeting is a good opportunity to ensure that he understands his role and responsibilities.
- All matters that need further clarification can be discussed in the meeting.
- Depending on where you work, consider whether or not to invite your boss to a meeting.
- You must tell your boss when and where the meeting will take place. Ask him if he has any suggestions or information he would like to share.
Part 3 of 3: Preparing a Long Term Development Plan
Step 1. Describe the support and training provided by the company
When handing over, show a willingness to contribute by opening up the best chance of success for others. Instead of just giving up duties and work, give your successor advice so that he can develop himself professionally and provide support to his former boss so that he is always healthy and successful at work.
- Provide job-relevant training program information.
- When you start working, you may have attended training to adjust and increase your knowledge.
- Don't forget to share this information with the person continuing your work and encourage him or her to make the most of the opportunity.
Step 2. Don't ignore work culture
If for some time you still have time to work with the person who will take your place, don't focus only on the technical aspects of the job. Every office has a unique work environment and culture that can be overwhelming or confusing to newcomers. Take time to explain things and actual office situations.
- Take him around the office and introduce him to all the employees.
- Explain the roles and responsibilities of new and existing employees.
- If as a new employee he gets different tasks or his responsibilities and work priorities are focused on different things, make sure the old employee understands this.
Step 3. Provide detailed contact information
If you want to help a new employee, tell him how to contact you and let him know that he can contact you if he has a serious problem or needs information. However, not everyone is willing to help after they change jobs or occupy a new position. This is usually influenced by relationships with former superiors.
- Often times, problems can be resolved simply by communicating via email.
- Even if you've moved, being willing to help will make a good impression and improve your reputation.
