Transitions | Healthy Team Handoffs
Transitions are a natural part of the life cycle of a team, they are sometimes inevitable and should therefore be held as a normal expectation. Transitions occur for many reasons within the team. They can be caused by a departure, or simply a change from one role to another. In fact, a natural byproduct of a great development culture can result in promotion and therefore handing off responsibilities to another. Yet we all know that during a transition, emotions or uncertainty can sometimes challenge our ability to handle the exchange of roles and responsibilities well. As leaders, it is our responsibility to fight for smooth handoffs through humility, planning, and intentionality for the overall health of the organization.
This tool is meant to equip you to build a clear pathway for celebrating the contributions of our transitioning team members and clarifying roles and next steps for people stepping into new responsibilities. These simple steps can help all parties feel honored and valued while ensuring the organization as a whole is cared for in the process.
These steps are written for the leader who is helping navigate the person transitioning. It also recommends a period of time where both parties can overlap to ensure a seamless handoff.
1. Confirm Roles and Processes
The first simple step not to overlook is ensuring that the role scope and responsibilities are clear and updated in a job description and that we have processes to train toward those expectations.
Review the job description with the person currently in the role.
Confirm with the department head that the description is up to date.
For responsibilities listed in the description, confirm that the policies and procedures for fulfilling those duties are known.
2. Celebrate the Process
Take time to celebrate the individual who is transitioning, even if they are moving off staff. This has a dual purpose. It celebrates the team member who occupied the role and provides a synopsis of their time in the position for the incoming member to get caught up in the area they will be stepping into.
Honors the work they have accomplished over the time they have been leading.
Showcase systems, processes, and work products that have been implemented under the leadership.
Note: If a team member is removed due to their lack of effectiveness and productivity, it would be wise to document what was expected to brief the incoming team members on areas to address quickly.
3. Complete Open Projects
Take time to excavate what projects are in the works that require significant context and prior knowledge to be finalized. Consider what is on their list or (unfortunately sometimes in their brain) that would be quicker for them to complete versus someone picking up and trying to complete with limited context.
Define all open projects.
Determine target dates for completion within the transition timeline.
Document processes for any remaining projects outside of the timeline.
4. Complement the Next Person
As a transition plan is established, someone needs to be appointed to carry out the current responsibilities. As they are put in place it will be helpful to plan how to train and handoff responsibilities. Take this as an opportunity to reorganize and retrain on what you do and how.
The most effective way is to plan 2 weeks of overlap in the roles with time built in for the outgoing leader to:
Communicate the current state of the department.
Share documentation that is vital to standards and processes.
Train them in areas that require specific competencies vital to the role.
5. Coach the Next Steps
As the person stepping into the role gets settled, coach rather than prescribe the first several months of steps for successful integration. Having coaching conversations allows your team member to grow in their strategic thinking as they orient to their new role. Meet every week to check for understanding, ideas, and needs to ensure confidence and avoid unnecessary confusion.
Assign the following to guide your coaching conversations:
Documents they should read
Relationships they should establish
Personal development goals
Professional goals for their role over the next 6-12 months
Weekly, monthly, and other regular tasks to accomplish and meetings to attend