Work Handover Template

What Is a Work Handover Template?

 A Work Handover Template is a document that includes all data related to the project or the processes followed within the company during a specific period, which may be a month, a quarter, or a full year.

The template addresses important task-related information, such as the handover date, the task items included, and the status of the tasks, whether they were completed on time, exceeded the agreed timeline, or have not yet been completed by the employee responsible for execution.
 

What Are the Elements of a Work Handover Template?

The template consists of two types of pages. The first type includes information related to each task, such as its items and completion rate, and its purpose is to monitor the progress of the project. There is no fixed number for this type, as each separate task has its own page showing its items.

As for the completion rate, one task may consist of ten steps. After the agreed period ends, the person responsible for execution may find that 80% of the task has been completed.

The page also includes the allocation percentage, which is an indicator that should be considered across the entire project when it includes more than one task. It reflects the percentage of time expected for each task to consume. For example, if the project will be completed over three months and consists of three tasks, it is not necessary for the allocation percentage to be equal at 33.33% each. You may find, for instance, that task no. 2 consumes 50% of the available time during the three months, while tasks no. 1 and 3 each consume 25% of the time.

The allocation percentage is also different from priority. Task no. 1, mentioned above, may have the highest priority for completion, but it may only take one quarter of the total duration. For this reason, the person responsible for execution should begin with it.

As for the second type, it consists of a single page that includes a summary of the tasks that have been carried out. The elements included in this page are as follows:

• Task owner details: The individual responsible for the group of tasks included in the project. Their name should appear in the handover template together with their job title.
• Receiving entity details: The template should include the name of the entity receiving the work tasks. This is an internal party represented by a body affiliated with the company or one of its departments. The details also include the name of the individual responsible for receipt.
• Receipt status: The template clarifies the condition in which the tasks were received. The tasks may still be incomplete by the scheduled date, they may be completed but after the agreed timeline, or, in the ideal case, they may be completed on time.
  
   

How to Use a Work Handover Template

 To get the expected benefit from the template, follow these steps:

1- Identify the required tasks
Determine the tasks that need to be carried out during the specified period. Copy the task tracking page according to the required number of tasks.

2- Fill in the items of each task
Each task has its own items. Therefore, you need to fill in the details of each task item so that you can monitor the progress of each task and know its completion rate.

3- Arrange the tracking pages according to priority
Based on the priority of each task, the Excel tracking pages should be arranged from right to left in the usual format, so that priority remains a general factor to be taken into consideration. Add the priority level at the top of each page.

4- Assign the allocation percentage of each task
Time is the most important factor, so you should determine how much time each task is expected to consume. Start monitoring the progress of the tasks, and as each item is completed, click the checkbox mark.

5- Review completion rates and complete the handover template
After the agreed period has ended and the handover date is approaching, you should determine the completion rate in order to define the status of the tasks.

Why Is a Work Handover Template Important?
The importance of the template is based on several points:

1- Tracking each task individually
The template helps you monitor tasks and identify the completion rate of each one, which keeps you continuously informed of the steps that should be taken to complete them.

2- An official document proving task receipt
A Work Handover Template serves as an official internal record within the company, confirming that the department responsible for receipt has received the task after the project has been completed by the person responsible for execution.

3- Facilitating the granting of bonuses and allowances
By identifying the person responsible for each project and each task, it becomes possible to identify those entitled to bonuses during the financial year, based on the success rates and results of each project.

Who Benefits from a Work Handover Template?

 Several parties benefit from this template. The first is the person responsible for execution, as it serves as proof of the effort and time they spent completing the work, which may entitle them to bonuses and additional payments. On the other hand, the receiving entities also benefit, as they review the tasks completed during the agreed period and can assess the impact of these tasks on the overall work.