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Make a thorough list of all information the incoming employee will need to know. Consider what you do on a daily basis, as well as things you do weekly, monthly or yearly. Include information other than your basic responsibilities and duties: contacts, protocol, chain of command, passwords, keys, important dates, trainings and any other job specific information. Don’t try to do this in one sitting. Give yourself time to remember all that needs to be included.
Break the list down by priorities, frequency, type of information and sequence. List current projects, the dates or times they began, how they should progress and their anticipated completion date or time.
Organize the information in a manner suitable for the position. For a shift change handover report, begin with what was started on your shift and needs to be completed by the next. Include completed tasks so the incoming shift does not duplicate what you did.
For a new, permanent employee, include both short- and long-term projects.
Write a summary of goals for the position -- yours and the company's -- so that your replacement knows where she should begin. Include accomplishments and describe how you achieved those accomplishments. This will give your replacement the tools to continue what you started without an interruption in the flow of the process and increases the likelihood of a successful outcome.
Make a detailed directory of the location of job-specific documents and items for your replacement. She should not have to look any further than your report to find locations of any forms, supplies or keys.
Create your report using an office computer program. Use an existing handover report template or create your own based on items specific to the job. Go over the report many times to ensure nothing has been missed. Give the report to a colleague to review; he may think of something you missed.