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Business Performance hybrid office

The Hand Over And Hand Backs Process

Is Your Company In Need To Introduce Formal Hand Backs?

The handover hand back approach works for agencies, consultancies and businesses of any size. 

When you are looking for small optimisations in strategy and consultancy work, you have a few ways to address these, list a number of common problems and tackle them and stack rank the importance or you can go through common occurrences within businesses and optimise frustrations. 

One of the givens within any business is annual leave and long periods where colleagues have to cover each other’s work and ensure projects keep moving and in some cases complete complicated campaigns or deliver on projects and product launches. 

Handovers Win First Battle In The War

One of the best optimisations with holidays (vacations) is the ability to write detailed handovers, one of the common mistakes companies make is not creating a hand back.

This is where your colleagues write a one-pager (or more detailed if required) to enable the returner to understand where they are with their projects and what is critical to know. 

Handover Template

A handover requires the work, the status and the action required and typically the deadline. I personally am better with tables than a long list of bullet points and most businesses run off spreadsheets, therefore I recommend a simple table (example below) – this works best on a wiki or knowledge centre vs a document or a chain of emails. 

Work / Task New OwnerStatus Action RequiredDeadline Date 

The Hand Back Template

The hand back is important for more than just annual leave, maternity and parental leave, bereavement and sickness leave, especially if there was no formal handover a hand back often is going to set up your colleague up to re-onboard and pick up and enable them to pick up work more easily. 

As you can see the hand back template is slightly different, it is important you detail the steps (actions) taken and clearly call out the delivery date.

The important factor especially for long campaigns or project deliveries is to include the report URL and the performance metrics. 

Work / Task OwnerStatus Actions Taken Delivered Date (including report URL)

With the sheer amount of emails, instant message chats and threads, many colleagues struggle with coming back and getting through the number of updates let alone being able to cut through and understand what has happened and the performance metrics associated. 

In the hybrid work world, there will be fewer face to face meetings and many of the updates can be (and should be) asynchronous – consider how you integrated better templates that are more actionable within your organisation to set up colleagues and teams for success – this is ultimately what many companies are missing from building their intentional company culture