A critical function in all organisations is to hand over a role without causing destabilisation of the organisation’s operation. The way to achieve this is to have a structured handover centred on mentoring. The time required can change depending on the magnitude of the role.
The advantages of having a model for role transition are:
- The person currently doing the role is central to the process of knowledge transfer
- There is an agreed process for how the learning is executed for both the mentor and the successor.
- All stakeholders are aware of the transition and what stage it is in
The key steps are:
Primary | |
Create a basic curriculum |
Assess your role description and update if required. Add stories/guidance questions that will help. The role description defines the curriculum. Tick each section off as you complete the training. Update as necessary. Use your smart phone to record meetings to reference at a later date. |
Organise structured learning |
Plan the learning over a logical series of training sessions. Send this schedule to all stakeholders of the handover. |
Meet regularly to discuss current difficulties |
Schedule regular meetings. Use these meetings to discuss any issues or gaps in the training which have become apparent. Hold these meetings in a quiet place, free from operational distractions. |
Allocate work to the successor and work together on the content |
Using your task allocation system, assign work to the successor and supervise its completion. Meet regularly to discuss the progress of each task and assist where necessary. |
Secondary | |
Schedule structured meetings |
Schedule regular meetings (i.e. one a week) to discuss problems the successor may be having with executing the role. |
Schedule urgent meetings on demand |
As required, be available to the successor to assist them with urgent concerns or issues. |
Schedule workshops to resolve difficult problems together |
Some issues require more discussion and brainstorming, so instead of calling a quick meeting, schedule these as workshops. Capture your agreed outcomes and update processes and systems, as required. |
Tertiary | |
Meet as required |
Meet to discuss any lingering issues, bounce around ideas, innovate solutions, etc. Celebrate the success of the successor wherever possible. |
Role Handover Plan
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Mentor |
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Learner |
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Execution Stages
Nominate the start date for the Primary phase, checkpoint frequencies to get to the Secondary phase, the ideal Secondary transition date, the checkpoint frequencies to get to conclusion and the ideal Tertiary or completion date. And record the actual completion + date for each phase.
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Checkpoint Frequency |
Secondary |
Checkpoint Frequency |
Tertiary |
Start Due |
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Completed |
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Accountability Checklist
List the accountabilities to hand over within the nominated execution stages and have both the mentor and successor sign off on each, as they transition through the phases.
Accountability |
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Secondary |
Tertiary |
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Successor |
Mentor |
Successor |
Mentor |
Successor |
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Role Handover Sign-off
Both the mentor and the successor sign off on the successful completion of the role handover.
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Successor |
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Culture Overview