Handover checklist · management roles / no verbal “you cover”
The next person should not start day one by searching the predecessor’s chat. No gap means something specific: in-flight approvals have an owner, contract expiry still gets chased, accounts die the same day, the knowledge base stays. A paper list with no system to check off becomes “it’s all in the inbox.”
- Reassign every in-flight approval or name a proxy. Do not keep clicking Approve on the predecessor’s account.
- Lift roles off the job: payroll, contracts, client export—close those cells the same day.
- Rehang seal and contract-ledger owners. Expiry to-dos push to the new role.
- Rename knowledge-base “page owners” so policy does not go unmaintained.
- Disable WeCom / DingTalk / Feishu accounts and back-office SSO together.
To-dos survive on tickets, not character
When approvals are trackable, reassignment is a system action. When they live in WeChat, handover is begging the predecessor to bring their phone. How chase and reassignment change work: How work changes when approvals can be chased and tracked. Permissions must follow the role, or verbal “leave it so they can help” becomes a leak—see How clear permissions cut disputes and leaks and Why verbal permission rules eventually fail.
The more people you have, the less handover can run on familiar faces
At twenty you can still call the predecessor back. At eighty that question never ends. It has to be systematized—see From 20 to 80 people, why management has to be systematized. New hires without a knowledge base turn the gap into the next hallway briefing—see Faster onboarding: the value of a knowledge base and processes. DaXi writes “what must close on exit day” into acceptance, not just an admin handbook. For a checklist by role, tell us what the last handover lost on the Management systems service page.
On handover day, do not accept “it’s all in the inbox”
USB drives, personal clouds and unread messages look like handover. They hide the risk for another week. The list must check off in the system: in-flight tickets reassigned, roles lifted, contract owners rehung, accounts stopped. Incomplete means no exit paperwork—harder than another letter of guarantee. Verbal “they know it, leave it” tears the permission matrix—see Why verbal permission rules eventually fail. If expiry still pushes to a disabled account, renewal is missed in silence—see Once contracts live in one ledger, renewals and seals are not tribal knowledge. Treat handover as a permission event and to-dos stop following the person. When the list can be checked off, the next person has a place to start on day one. The day HR disables the account, the system admin must rehang roles. Split those two and the gap leaks through the seam.
Write the proxy window on the list too: who approves expenses in the gap, who can use a temporary seal. No proxy, and to-dos pile into the next crisis. Auto-reclaim at proxy expiry is the same discipline as closing the account on exit day.