{"id":2317,"date":"2025-11-28T16:04:29","date_gmt":"2025-11-28T16:04:29","guid":{"rendered":"https:\/\/actuallydata.net\/craft\/?post_type=resource&#038;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<div class=\"wp-block-group is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-top:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--20)\">\n<h2 class=\"wp-block-heading\"><strong><em>Leaving Well: A Handover Checklist for Data and Insight Professionals Leaving Charity Roles<\/em><\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Whether you&#8217;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<h3 class=\"wp-block-heading\"><strong>1. The Essentials<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A summary of your key responsibilities and recurring tasks<\/li>\n\n\n\n<li>A week-in-the-life task list or time log to show day-to-day workload<\/li>\n\n\n\n<li>A full list of regular reports and exports (who uses them, when and why)<\/li>\n\n\n\n<li>Locations of saved reports, queries, dashboards or automations<\/li>\n\n\n\n<li>Documentation on data selections, segmentation logic and key queries<\/li>\n\n\n\n<li>An overview of integrations and data flows (including third-party systems)<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. Technical Access and Processes<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>All logins and credentials stored securely and shared appropriately<\/li>\n\n\n\n<li>List of systems with admin rights and user management guidance<\/li>\n\n\n\n<li>Instructions for data tasks linked to finance (e.g. Gift Aid claims, income reconciliation)<\/li>\n\n\n\n<li>Export and import processes for fundraising campaigns and fulfilment<\/li>\n\n\n\n<li>Any scheduled or automated tasks documented (e.g. via Power Automate, SSIS, cron jobs)<\/li>\n\n\n\n<li>Any \u201cmanual\u201d processes that happen at critical times (e.g. batching, deduping)<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>3. External Relationships<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>List of external contacts (fulfilment houses, consultants, print suppliers, etc)<\/li>\n\n\n\n<li>Contact points at key platforms (CRM provider, forms platform, email tools)<\/li>\n\n\n\n<li>Explanation of what each partner does and how you work together<\/li>\n\n\n\n<li>Any contracts or service agreements flagged and passed on<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>4. History and Context<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A short timeline of what has changed during your time in post\n<ul class=\"wp-block-list\">\n<li>e.g. GDPR implementation, migrations, new tools or integrations<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Notes on any system or process improvements made<\/li>\n\n\n\n<li>Summary of key challenges you managed and lessons learned<\/li>\n\n\n\n<li>Known issues or risks with data structure, reporting or compliance<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>5. The Parking Lot<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>List of ideas and improvements that have not yet been implemented<\/li>\n\n\n\n<li>Any low-priority tickets or requests that have been paused<\/li>\n\n\n\n<li>Suggestions for what should be prioritised next (short term and long term)<\/li>\n\n\n\n<li>Any skills or roles the organisation may want to invest in next<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>6. Sharing the Knowledge<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Screenshare walkthroughs recorded for tricky or high-value tasks<\/li>\n\n\n\n<li>A team-wide Q&amp;A session offered or scheduled<\/li>\n\n\n\n<li>Confidence that knowledge is now spread more widely<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What Might Be Missing?<\/strong><\/h2>\n\n\n\n<h4 class=\"wp-block-heading\"><strong><em>For fundraisers, finance teams and supporter care colleagues<\/em><\/strong><\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">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<p class=\"wp-block-paragraph\">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<div class=\"wp-block-group has-ast-global-color-5-background-color has-background is-layout-constrained wp-container-core-group-is-layout-dba1cb2d wp-block-group-is-layout-constrained\" style=\"border-top-left-radius:10px;border-top-right-radius:10px;border-bottom-left-radius:10px;border-bottom-right-radius:10px;padding-top:var(--wp--preset--spacing--50);padding-right:var(--wp--preset--spacing--50);padding-bottom:var(--wp--preset--spacing--50);padding-left:var(--wp--preset--spacing--50)\">\n<h3 class=\"wp-block-heading has-text-align-center\">Handover Preparation Prompt Sheet<\/h3>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Data and Fundraising<\/strong><\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Do we know how our mailing selections are built?<\/li>\n\n\n\n<li>Who builds our donor journey triggers or campaign exports?<\/li>\n\n\n\n<li>What reports do we receive regularly, and who sets them up?<\/li>\n\n\n\n<li>Who do we ask when we want a new segment or audience built?<\/li>\n\n\n\n<li>What data flows into our email platform or survey tools, and how?<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Finance and Gift Aid<\/strong><\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Who prepares the Gift Aid claim?<\/li>\n\n\n\n<li>Who exports the monthly income journal?<\/li>\n\n\n\n<li>How do we check and reconcile direct debit or online income?<\/li>\n\n\n\n<li>Who handles HMRC logins and submissions?<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Campaigns and Fulfilment<\/strong><\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Do we know how fulfilment files are created and checked?<\/li>\n\n\n\n<li>Who checks formatting and file specs for mailing suppliers?<\/li>\n\n\n\n<li>Are there automations or manual tasks linked to donation forms?<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Risk and Continuity<\/strong><\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Do we know how to log in to our CRM and key platforms?<\/li>\n\n\n\n<li>Who has admin rights to grant access to new users?<\/li>\n\n\n\n<li>What reports are used by the Board or SMT?<\/li>\n\n\n\n<li>What has been left unfinished or still needs fixing?<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>People and Process<\/strong><\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Who trained us last time on using the database properly?<\/li>\n\n\n\n<li>What bits of the process are still done manually?<\/li>\n\n\n\n<li>Has anything been flagged before that we didn\u2019t get around to fixing?<\/li>\n\n\n\n<li>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":"<p>Leaving Well: A Handover Checklist for Data and Insight Professionals Leaving Charity Roles Whether you&#8217;re moving on to a new 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