Handover Template When Employees leave
Technical Employee Handover Guide
Introduction
This document serves as a comprehensive guide for technical employees preparing to leave the organization. A thorough handover ensures minimal disruption to operations, preserves institutional knowledge, and helps your team and successor transition smoothly after your departure.
Timeline and Checklist (2 Weeks Before Departure)
Week 1
[ ] Notify immediate team members and relevant stakeholders
[ ] Create inventory of all current projects and responsibilities
[ ] Begin documenting systems, processes, and code
[ ] Schedule knowledge transfer sessions
[ ] Identify crucial access credentials to transfer
[ ] Create list of key contacts (internal and external)
Week 2
[ ] Complete all critical documentation
[ ] Conduct final knowledge transfer sessions
[ ] Transfer ownership of accounts and credentials
[ ] Clean up personal workspace (physical and digital)
[ ] Conduct exit interview with manager
[ ] Complete farewell meetings with team members
Detailed Handover Components
1. Project Status Document
Create a detailed document for each active project including:
Project overview and objectives
Current status and upcoming milestones
Team members and their roles
Project stakeholders and points of contact
Known issues, challenges, and proposed solutions
Location of project documentation and code repositories
Regular meetings related to the project
Template for Each Project:
Project Name:
Description:
Current Status:
Key Deadlines:
Team Members:
Stakeholders:
Resources/Links:
Known Issues:
Recommendations:2. Technical Knowledge Documentation
Systems and Applications
Document all systems you interact with
Include access methods, credentials (transfer to appropriate person)
Configuration details and common issues
Maintenance procedures and schedules
Monitoring tools and alert systems
Code and Development
Document code repositories and their purpose
Code structure and architecture diagrams
Development environment setup instructions
Build and deployment processes
Coding standards and best practices followed
Common issues and troubleshooting steps
Unresolved bugs or technical debt
Infrastructure
Server information and network diagrams
Cloud resources and configurations
Database schemas and access information
Backup and disaster recovery procedures
Performance considerations and optimizations
3. Regular Responsibilities
Create a document outlining recurring tasks:
Daily responsibilities
Weekly tasks and reports
Monthly procedures
Quarterly or annual processes
On-call responsibilities and handover
Committee or working group memberships
For each responsibility include:
Detailed procedure steps
Expected time commitment
Tools or resources needed
Contact person for questions
4. Contact Information Matrix
Create a directory of key contacts including:
[Name]
[Role]
[Dept.]
[Scenario]
[Email/Phone]
Include contacts for:
Team members
Cross-functional collaborators
External vendors or partners
Support contacts for key systems
Management and leadership contacts
5. Meeting Schedule
Document all recurring meetings:
Meeting name and purpose
Frequency and scheduled time
Attendees and their roles
Required preparation materials
Location of meeting notes/resources
Recommendation for who should attend in your place
6. Access and Credentials Inventory
Create a secure document listing all systems requiring credentials transfer:
System/application name
Access level and permissions
Who should receive access
Process for credential transfer (work with IT)
Two-factor authentication considerations
7. Knowledge Transfer Sessions
Plan targeted knowledge transfer sessions:
One-on-one sessions with direct successor
Team sessions for shared knowledge
Technical deep-dives on complex systems
Code walkthroughs and architecture reviews
Q&A sessions on specific domains
For each session:
Define clear objectives
Create agenda and materials
Record sessions when appropriate
Allow time for questions
Follow up with written documentation
8. Documentation Repository
Organize all documentation in a centralized location:
Use company knowledge management system
Structure with clear sections and naming
Include README or index document
Verify permissions for appropriate access
Review with team to ensure understanding
9. Transition Plan for Ongoing Projects
For each active project:
Recommended successor or responsible party
Critical upcoming milestones and deadlines
Risk assessment and mitigation strategies
Outstanding decisions requiring attention
Stakeholder communication plan
10. Farewell and Communication Plan
Internal Communication
Draft email for team announcement
Schedule farewell meetings with key collaborators
Prepare knowledge transfer sessions
Create auto-reply with contact information for successor
External Communication
Identify external stakeholders requiring notification
Draft communication for clients or vendors
Facilitate introductions to successor
Update contact information in relevant systems
Exit Process
Exit Interview with Manager
Review handover materials
Discuss transition plan
Address any outstanding concerns
Provide feedback for organizational improvement
Return company property
IT Department Coordination
Account deactivation schedule
Email forwarding setup
Data backup requirements
Return of hardware and equipment
Transfer of licenses and subscriptions
HR Final Steps
Benefits and compensation information
Return of company property
Non-disclosure and confidentiality reminders
Alumni network information
Future reference procedures
Template: Two-Week Handover Schedule
Monday (Week 1)
Inform team and stakeholders
Start documenting current projects
Create inventory of responsibilities
Tuesday-Wednesday (Week 1)
Document technical processes
Begin knowledge transfer sessions
Update documentation repositories
Thursday-Friday (Week 1)
Review documentation with team
Continue knowledge transfer sessions
Prepare access credential transfers
Monday-Tuesday (Week 2)
Finalize all documentation
Complete critical knowledge transfer
Begin transitioning responsibilities
Wednesday-Thursday (Week 2)
Conduct farewell meetings
Complete account transfers
Address remaining questions
Friday (Week 2)
Final exit interview
Complete handover verification
Clean personal workspace and accounts
Best Practices for Effective Handover
Start Early: Begin documentation as soon as departure is confirmed
Be Comprehensive: Document even seemingly obvious procedures
Prioritize Critical Systems: Focus first on business-critical knowledge
Test Your Documentation: Have colleagues verify clarity and completeness
Be Available: Provide contact information for post-departure questions (if appropriate)
Regular Check-ins: Schedule progress reviews with manager throughout notice period
Record Knowledge Sessions: Use recordings for future reference (with permission)
Assume No Prior Knowledge: Document for someone with minimal context
Highlight Relationships: Document informal networks and relationships
Remain Professional: Maintain quality and engagement through final day
Conclusion
A well-executed handover demonstrates professionalism and respect for colleagues and the organization. This process ensures your contributions continue to provide value long after your departure and helps maintain the continuity of important technical work. Your thorough preparation will be greatly appreciated by your team and successor.
Note: Adapt this template to your specific role, technical domain, and organizational structure. Review with your manager to ensure all critical aspects of your role are covered in the handover process.
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