Strategy & Planning
SP–01
4 steps · 1 audit
The problem
The technique
Capture. Organize. Verify. Hand off.
Capture.
Write down what the role actually requires, not just what’s in the official job description. Include recurring tasks, deadlines, records, unfinished work, and key contacts.
Organize.
Put the information somewhere the organization controls, with clear labels and a simple “Start Here” document. Identify current official records, separate them from old drafts, and protect restricted information.
Verify.
Give the incoming officer three real tasks to complete using the handoff materials: find an official record, identify the next deadline, and explain how to perform an essential responsibility. Fix whatever they can’t do.
Hand off.
Confirm that responsibilities, outstanding tasks, and authorized access have transferred. Update permissions through approved procedures and document who accepted responsibility for what.
See it work
The handoff you usually get
Outgoing secretary
Everything’s in the shared folder. You’re all set.
Incoming secretary
Which minutes are the approved version?
Outgoing secretary
Oh. Those are still in my personal Drive.
What’s missing
The records never moved somewhere the committee controls, and nobody checked whether the new secretary could actually find them.
A handoff that works
The same handoff, using the four steps
1 · Capture
The outgoing secretary lists recurring duties, the next meeting, current records, and unfinished tasks.
2 · Organize
The official records are placed in the committee’s approved storage location, with a “Start Here” guide.
3 · Verify
The incoming secretary successfully locates the approved minutes, identifies the next meeting deadline, and explains how the next agenda will be prepared.
4 · Hand off
Both confirm outstanding assignments and authorized access. The organization updates permissions according to its procedures.
Adapt this to your committee
Where records live, how minutes are approved, and who grants access depend on your committee’s bylaws, systems, and rules. The example shows the habit, not the rules.
A handoff isn’t complete when the outgoing person says they’re done. It’s complete when the incoming person can do the job.
Your turn
Imagine you unexpectedly had to step away from your committee role tomorrow.
If the answer to any question is no, identify the first missing piece and fix it.
Could another authorized person:
Find the current official records?
Not answered yet
Identify the next important deadline?
Not answered yet
Complete the next essential task without calling you?
Not answered yet
Your action list
Things to fix
Your answers will appear here.
Cautions
Before you use it
Don't hand over personal logins
Transfer access through the organization's approved process. Keep sensitive records in authorized storage, review who still needs access, and remove permissions that are no longer appropriate. A shared password is not a handoff plan.