It would be best if you had a contingency when employees are absent, on vacation, or unavailable for some reason. One of these is called a handover report. Unexpected circumstances like employee resignation, issues on absenteeism, and the like led to its development. But it can also be made to prepare a new employee for the tasks that he or she needs to execute for a given period.
A handover report is an official document that is prepared to ensure that a successor of a specific job role gets familiarized with their roles and responsibilities. It makes it easy for the incoming employee or staff to transition into a new role smoothly. It contains the summation of all the work functions and responsibilities that an individual was able to execute within a particular period.
As mentioned by an article by Forbes, the biggest challenge of new managers is how to transition from being a peer to managing their peers. One way of mitigating that is through the creation of a well-written handover report. Here are some of the ways that can help you ensure the effectiveness of the handover report that you will come up with.
Be specific and tailor your content based on what you do in your job. For example, in nursing, the handover reports are tailored for medical workers to understand easily. Do not write your handover report in a general manner. Doing that will only make it vague and give your readers a long time to figure out what they need to do right away.
When creating your handover report, keep your notes organized to make it easy for the reader to understand. For example, if you work in a construction project, you can present your daily tasks in a checklist form when making the handover report for your audience. This will help them quickly orient themselves during work and get things done.
Things need to be attended to right away, and it doesn’t matter whether the person responsible has just gotten the job. When making your handover report, highlight the urgent tasks that need to be attended by the new employee. For example, if you work in the security business, then whoever is taking over your job responsibilities should know what to handle first such as meeting with a client or checking the inventory.
This will make it easier for the transition to be as efficient and as effective for you and the new employee. You can specify the location of all reports, meeting notes, emails, and other materials to allow the new employee to adapt to the work environment and the designation given to him or her.
The outgoing project manager must give information such as the names of roles and people involved in the project. They must notify customers and stakeholders of the handover as well.
The benefit of using a handover report is that it ensures all essential information passes on to the successor of a job role and to neglect nothing important during the transitioning of functions. It highlights all the relevant details to ensure continued productivity.
A handover report helps convey important information to the incoming person when transitioning of roles takes place between two people due to a transfer, a vacation, or a resignation from the position. Without the smooth transition of information, miscommunications may occur, leading to business losses.
To maximize and deem a handover report highly functional, it should convey all the details essential to the person who will receive the document. The features and functions of a well-formulated and properly formatted handover report are among the most effective means of communication between people involved in the same work.