Handoff and Role-Change Checklist

Use this checklist whenever someone changes role, leaves, or hands work to another person. Store the completed checklist with the team’s onboarding materials.

1. Scope and context: Document the tasks, projects, and regular responsibilities being handed over.
2. Step-by-step how-to: Attach or link to a 1–2 page how‑to for each core task (use the interview summary).
3. Decision log: Note recurring decisions, the criteria used, and any templates or decision records.
4. Access and accounts: Provide access lists, credentials (handled securely), and who controls permissions.
5. Artifacts inventory: Link to scripts, dashboards, reports, templates, and configuration files.
   • Indicate where each artifact lives and who maintains it.
6. Open issues and risks: Document active problems, runbooks, and escalation steps.
7. Key contacts: Provide names, roles, and when to contact them (first escalation, vendor, stakeholder).
8. Shadowing and training: Schedule at least one paired session and one observed run (date & attendees).
9. Success criteria: Define what success looks like for the first 30 and 90 days (examples: number of successful runs, zero incidents, or reduced ticket reopen rate).
10. Curator assignment: Name who will review and update documentation within 30 days and on a regular cadence thereafter.

When to use it: for role changes, project transitions, offboarding, or after an incident that revealed tacit knowledge gaps.