Do you leave a project ready for the next person?
A poorly planned handover can result in wasted time, repeated work, and confusion for the person taking over. Imagine walking into a project with no context, outdated documentation, and a scattering of files across different systems. It’s frustrating and it’s preventable.
There’s no one-size-fits-all template for a handover. It should be tailored to your project, your role, and whether the handover is temporary (e.g. vacation) or permanent (e.g. project transition). But you should always plan from the perspective of the person receiving the handover.
Ensure access is sorted early
The first blocker for any new person is access. Remove that hurdle by organizing:
- Credentials stored securely (e.g. password manager)
- Permissions to systems, tools, folders, and environments
Coordinate with sysadmins or clients in advance to avoid blockers.
Organize files into a single source of truth
Don’t leave your successor scavenging for files. If your team doesn’t already have a designated location for handover assets, create a central folder (e.g. SharePoint or a shared drive) and include:
- Design files (e.g. Figma)
- Project documentation
- Code repositories
- Backlogs and task lists
- Secured credentials
At the root level, add a _instructions.md or README to explain the folder structure and what each file contains.
/Project-Handover
├── _instructions.md
├── Designs (links to Figma)
├── Docs
└── 01_Architecture.md
├── Code (links to repos)
└── Tasks (exported backlog, priority list)
Figure: Good example – A structured handover folder with an index file for guidance
If your team already has a defined location (like a client-managed drive or internal system), follow that instead and just make sure your files are up to date and easy to navigate.
Document what’s not obvious
Some things just won’t be clear by looking at files. Write down:
- Current project status and objectives
- Key decisions and why they were made
- Trade-offs, assumptions, and constraints
- Known issues, risks, and technical debt
- Outstanding or partially completed tasks
Good documentation avoids repeated questions and poor decisions.
Turn future work into actionable tickets
Don’t leave future tasks buried in meeting notes or your memory. If follow-ups are expected from workshops, client discussions, or ongoing work, log them now.
Make each ticket clear and self-contained:
- Include context, relevant links (e.g. designs, documents), and rationale
- Reference key discussions or decisions in the comments
- Flag priorities with the Product Owner
This ensures nothing falls through the cracks and gives your successor a clear path forward, with everything they need in one place.
Share recordings that matter
In some cases, a short video is more helpful than a wall of text. Add:
- Demo recordings
- Workshop walkthroughs
- Relevant meeting sessions
Label each video clearly with what it covers and why it’s useful.
Send a mini-onboarding email
New joiners can feel overwhelmed. Help them ramp up with a structured welcome message that links them to the right places and explains what to do first.
| To: | John |
| Subject: | Project Handover – Getting Started |
Hi John,
Welcome to the project! 🎉
Here’s a quick guide to help you get set up and familiar with everything:
- Project Summary → {{ LINK }}
- Architecture Overview → {{ LINK }}
- Active Backlog / Tasks → {{ LINK }}
- Design Files (Figma, etc.) → {{ LINK }}
- Project Folder → {{ LINK }}
- Key Documentation → {{ LINK }} (includes index or must-read docs)
- Team Directory → {{ LINK }}
Let me know if anything’s unclear or if you need help with access.
Regards,
Figure: Good example – A clear onboarding email helps reduce first-day confusion
Run a handover walkthrough
Book a live session to:
- Walk through the file structure
- Show designs, workflows, or code
- Answer any questions they may have
Make it conversational, not just a reading of your notes.
Connect them with the right people
Introduce your successor to:
- Product Owners
- Sysadmins
- Key team members
Bonus: Share cultural context like who’s approachable, communication norms, or anything helpful to avoid social blind spots (no bias or gossip!).
By thinking of your handover as a user experience for your successor, you help ensure the transition is clear, respectful, and productive for everyone.
