{"id":2317,"date":"2025-11-28T16:04:29","date_gmt":"2025-11-28T16:04:29","guid":{"rendered":"https:\/\/actuallydata.net\/craft\/?post_type=resource&p=2317"},"modified":"2026-01-26T13:54:13","modified_gmt":"2026-01-26T13:54:13","slug":"handover-checklist","status":"publish","type":"resource","link":"https:\/\/actuallydata.net\/craft\/resource\/handover-checklist\/","title":{"rendered":"Handover Checklist"},"content":{"rendered":"\n
\n

Leaving Well: A Handover Checklist for Data and Insight Professionals Leaving Charity Roles<\/em><\/strong><\/h2>\n\n\n\n

Whether you’re moving on to a new challenge or simply wrapping up a contract, this checklist will help you leave your role in the best shape possible for your colleagues and your successor.<\/p>\n\n\n\n

1. The Essentials<\/strong><\/h3>\n\n\n\n
    \n
  • A summary of your key responsibilities and recurring tasks<\/li>\n\n\n\n
  • A week-in-the-life task list or time log to show day-to-day workload<\/li>\n\n\n\n
  • A full list of regular reports and exports (who uses them, when and why)<\/li>\n\n\n\n
  • Locations of saved reports, queries, dashboards or automations<\/li>\n\n\n\n
  • Documentation on data selections, segmentation logic and key queries<\/li>\n\n\n\n
  • An overview of integrations and data flows (including third-party systems)<\/li>\n<\/ul>\n\n\n\n

    2. Technical Access and Processes<\/strong><\/h3>\n\n\n\n
      \n
    • All logins and credentials stored securely and shared appropriately<\/li>\n\n\n\n
    • List of systems with admin rights and user management guidance<\/li>\n\n\n\n
    • Instructions for data tasks linked to finance (e.g. Gift Aid claims, income reconciliation)<\/li>\n\n\n\n
    • Export and import processes for fundraising campaigns and fulfilment<\/li>\n\n\n\n
    • Any scheduled or automated tasks documented (e.g. via Power Automate, SSIS, cron jobs)<\/li>\n\n\n\n
    • Any \u201cmanual\u201d processes that happen at critical times (e.g. batching, deduping)<\/li>\n<\/ul>\n\n\n\n

      3. External Relationships<\/strong><\/h3>\n\n\n\n
        \n
      • List of external contacts (fulfilment houses, consultants, print suppliers, etc)<\/li>\n\n\n\n
      • Contact points at key platforms (CRM provider, forms platform, email tools)<\/li>\n\n\n\n
      • Explanation of what each partner does and how you work together<\/li>\n\n\n\n
      • Any contracts or service agreements flagged and passed on<\/li>\n<\/ul>\n\n\n\n

        4. History and Context<\/strong><\/h3>\n\n\n\n
          \n
        • A short timeline of what has changed during your time in post\n
            \n
          • e.g. GDPR implementation, migrations, new tools or integrations<\/li>\n<\/ul>\n<\/li>\n\n\n\n
          • Notes on any system or process improvements made<\/li>\n\n\n\n
          • Summary of key challenges you managed and lessons learned<\/li>\n\n\n\n
          • Known issues or risks with data structure, reporting or compliance<\/li>\n<\/ul>\n\n\n\n

            5. The Parking Lot<\/strong><\/h3>\n\n\n\n
              \n
            • List of ideas and improvements that have not yet been implemented<\/li>\n\n\n\n
            • Any low-priority tickets or requests that have been paused<\/li>\n\n\n\n
            • Suggestions for what should be prioritised next (short term and long term)<\/li>\n\n\n\n
            • Any skills or roles the organisation may want to invest in next<\/li>\n<\/ul>\n\n\n\n

              6. Sharing the Knowledge<\/strong><\/h3>\n\n\n\n
                \n
              • Screenshare walkthroughs recorded for tricky or high-value tasks<\/li>\n\n\n\n
              • A team-wide Q&A session offered or scheduled<\/li>\n\n\n\n
              • Confidence that knowledge is now spread more widely<\/li>\n<\/ul>\n\n\n\n
                \n\n\n\n

                What Might Be Missing?<\/strong><\/h2>\n\n\n\n

                For fundraisers, finance teams and supporter care colleagues<\/em><\/strong><\/h4>\n\n\n\n

                Here is a prompt sheet to help you spot gaps before or after your database colleague leaves. Use this sheet to ask the right questions and jog memories during handover.<\/p>\n\n\n\n

                Remember: this is not about catching people out. It\u2019s about surfacing the invisible work that keeps your data and income flowing.<\/p>\n\n\n\n

                \n

                Handover Preparation Prompt Sheet<\/h3>\n\n\n\n

                Data and Fundraising<\/strong><\/h4>\n\n\n\n
                  \n
                • Do we know how our mailing selections are built?<\/li>\n\n\n\n
                • Who builds our donor journey triggers or campaign exports?<\/li>\n\n\n\n
                • What reports do we receive regularly, and who sets them up?<\/li>\n\n\n\n
                • Who do we ask when we want a new segment or audience built?<\/li>\n\n\n\n
                • What data flows into our email platform or survey tools, and how?<\/li>\n<\/ul>\n\n\n\n

                  Finance and Gift Aid<\/strong><\/h4>\n\n\n\n
                    \n
                  • Who prepares the Gift Aid claim?<\/li>\n\n\n\n
                  • Who exports the monthly income journal?<\/li>\n\n\n\n
                  • How do we check and reconcile direct debit or online income?<\/li>\n\n\n\n
                  • Who handles HMRC logins and submissions?<\/li>\n<\/ul>\n\n\n\n

                    Campaigns and Fulfilment<\/strong><\/h4>\n\n\n\n
                      \n
                    • Do we know how fulfilment files are created and checked?<\/li>\n\n\n\n
                    • Who checks formatting and file specs for mailing suppliers?<\/li>\n\n\n\n
                    • Are there automations or manual tasks linked to donation forms?<\/li>\n<\/ul>\n\n\n\n

                      Risk and Continuity<\/strong><\/h4>\n\n\n\n
                        \n
                      • Do we know how to log in to our CRM and key platforms?<\/li>\n\n\n\n
                      • Who has admin rights to grant access to new users?<\/li>\n\n\n\n
                      • What reports are used by the Board or SMT?<\/li>\n\n\n\n
                      • What has been left unfinished or still needs fixing?<\/li>\n<\/ul>\n\n\n\n

                        People and Process<\/strong><\/h4>\n\n\n\n
                          \n
                        • Who trained us last time on using the database properly?<\/li>\n\n\n\n
                        • What bits of the process are still done manually?<\/li>\n\n\n\n
                        • Has anything been flagged before that we didn\u2019t get around to fixing?<\/li>\n\n\n\n
                        • Are there any frustrations we\u2019ve lived with because someone just handled it?<\/li>\n<\/ul>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"

                          Leaving Well: A Handover Checklist for Data and Insight Professionals Leaving Charity Roles Whether you’re moving on to a new […]<\/p>\n","protected":false},"author":1,"featured_media":0,"template":"","meta":{"_acf_changed":false,"content-type":"","pmpro_default_level":"","_uag_custom_page_level_css":"","site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"stream":[12],"crm":[13],"class_list":["post-2317","resource","type-resource","status-publish","hentry","stream-forge","crm-salesforce","pmpro-has-access"],"acf":[],"aioseo_notices":[],"uagb_featured_image_src":{"full":false,"thumbnail":false,"medium":false,"medium_large":false,"large":false,"1536x1536":false,"2048x2048":false},"uagb_author_info":{"display_name":"Ant","author_link":"https:\/\/actuallydata.net\/craft\/author\/oxnwcv\/"},"uagb_comment_info":0,"uagb_excerpt":"Leaving Well: A Handover Checklist for Data and Insight Professionals Leaving Charity Roles Whether you’re moving on to a new […]","_links":{"self":[{"href":"https:\/\/actuallydata.net\/craft\/wp-json\/wp\/v2\/resource\/2317","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/actuallydata.net\/craft\/wp-json\/wp\/v2\/resource"}],"about":[{"href":"https:\/\/actuallydata.net\/craft\/wp-json\/wp\/v2\/types\/resource"}],"author":[{"embeddable":true,"href":"https:\/\/actuallydata.net\/craft\/wp-json\/wp\/v2\/users\/1"}],"version-history":[{"count":0,"href":"https:\/\/actuallydata.net\/craft\/wp-json\/wp\/v2\/resource\/2317\/revisions"}],"wp:attachment":[{"href":"https:\/\/actuallydata.net\/craft\/wp-json\/wp\/v2\/media?parent=2317"}],"wp:term":[{"taxonomy":"stream","embeddable":true,"href":"https:\/\/actuallydata.net\/craft\/wp-json\/wp\/v2\/stream?post=2317"},{"taxonomy":"crm","embeddable":true,"href":"https:\/\/actuallydata.net\/craft\/wp-json\/wp\/v2\/crm?post=2317"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}