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Outbyte Driver Updater FREEFix the driver behind crashes, sound loss and screen glitchesFind Drivers →Outbyte PC Repair FREEClear out junk files and repair common Windows errorsFree Scan →Start the handover while the employee is still doing the work. Identify the tasks that must continue, record the steps and current next actions, move business records into an approved shared repository, and have the successor practice the work. A list of files alone is not enough: the person taking over also needs context, access, clear ownership, and a chance to ask questions.
1. Identify the work that must continue
Ask the employee and manager to map active projects and recurring duties before drafting handover notes. Include deadlines, routine decisions, systems, dependencies, internal and external contacts, and work that currently depends on one person. Prioritize first the work with the greatest continuity need and the most lead time to teach; there is no universal scoring formula for that decision.
- What work is in progress, and what is due next?
- Which recurring tasks, reviews, or decisions happen on a schedule?
- What systems, files, permissions, or other teams does each task depend on?
- Who needs to be contacted, and what role do they play?
- Which tasks would be difficult for someone else to perform without a walkthrough?
NASA’s report describes organizations documenting “current tasks, points of contact, and next steps,” and identifies documentation and cross-training as knowledge-continuity practices: NASA knowledge continuity report.
2. Use a repeatable workflow handover template
Create a separate entry for each important recurring workflow. Keep it practical: the goal is to help another person do the work, not merely describe the employee’s role.
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| Field | What to record |
|---|---|
| Purpose and trigger | What starts the work and what outcome it is meant to produce. |
| Owner and backup | Who performs the task, who approves it, and who covers it during absence or transition. |
| Inputs and systems | Information, files, tools, permissions, and dependencies needed to begin. |
| Steps and decisions | The sequence of actions, including exceptions, judgment calls, and escalation points. |
| Timing | Frequency, deadlines, service expectations, and calendar-specific work. |
| Contacts | Internal and external points of contact, with a note on when and why to involve each. |
| Status and next action | Open items, risks, deadlines, the next action, and the person responsible for it. |
| Records and access | Authoritative files, their managed repository location, who needs access, and who is responsible for continued stewardship. |
| Validation | Who will review or practice the workflow and when it should next be checked. |
This template combines the NASA report’s task, contact, and next-step examples with Government of Canada guidance on records, repositories, access, and management responsibility. It is a practical template, not an official checklist: Government of Canada employee departure or transfer guidance.
3. Put business records in managed storage
Have the employee and manager review relevant business information held in email, on devices, or in shared locations. Transfer records with business value to the organization’s approved corporate repository, rather than leaving them only in an individual account or a handover document. Confirm that the successor and other appropriate people can access the records, and assign someone to manage them after the departure.
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Government of Canada guidance specifically tells managers to confirm that a trustee has been assigned for continued management of an employee’s digital documents in the corporate repository. It also describes manager responsibility when an employee leaves unexpectedly. In that Canadian guidance, managers have 15 days to complete specified information-management tasks after a sudden departure; this is a jurisdiction-specific instruction, not a general deadline for employers elsewhere.
4. Have the successor perform the workflow
Schedule a walkthrough before the employee leaves. Ask the successor or backup to perform the process using the written instructions, explain what they are doing, and raise questions as they go. Update the notes when the practice run reveals a missing step, unclear decision, inaccessible file, or unrecorded contact.
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NASA’s report describes cross-training at least one other person alongside practices such as capturing knowledge in wikis or other documentation. A written procedure and a practiced handover serve different purposes: the procedure preserves instructions, while the practice run tests whether another person can use them.
5. Close with a manager-owned checklist
Use a checklist to confirm completion, not just that a document exists. Government of Canada guidance provides separate employee and manager checklists for departures and transfers. Adapt the checks below to your organization’s records and access rules:
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- Priority workflows and recurring duties are documented with steps, decisions, timing, and contacts.
- Open work, deadlines, risks, and next actions have named owners.
- Business-value records are in approved repositories rather than solely in personal holdings.
- Appropriate access is in place, and continued document stewardship is assigned.
- The successor or backup has practiced the work and has a way to resolve remaining questions.
Should you automate the handover?
A shared template and repository may be sufficient for a straightforward transition. An enterprise workflow may be useful when relevant information is spread across connected repositories or managers need consistent task and status tracking. Before choosing an automated approach, check which repositories and file types it covers, how ownership and access are controlled, whether the employee can review proposed materials, what setup and integrations are required, and whether the process fits your organization’s information-management rules. The available sources do not establish that one approach produces better outcomes than another.
ServiceNow’s documented example
ServiceNow describes an offboarding knowledge-transfer workflow with a manager-initiation phase and an employee-review phase. It can search for employee-authored documents within a chosen period, categorize them, create transfer records and tasks, and present curated material to the departing employee for review and approval before sharing. Its documented prerequisites include HR Service Delivery AI agents, Now Assist for HRSD, Journey Designer, AI Search, external content connectors such as SharePoint Online, and configured journey settings. These dependencies make it a specific configured platform capability, not a universal offboarding feature. See ServiceNow knowledge-transfer documentation and its configuration instructions.
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Protect privacy and keep responsibility clear
Limit access to people who need the information, follow the organization’s records, privacy, security, and employment rules, and keep business records in managed locations. If a system assembles handover materials automatically, decide who checks the results and how the departing employee can correct or approve what will be shared. ServiceNow’s documented process includes employee review and approval; Government of Canada guidance emphasizes transferring and managing business-value records. Neither source establishes a single legal rule for every employer or jurisdiction.
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