# Hand off a task to someone else: checklist

Turn a task you do in your head into a plain hand-off for another person, with the materials listed, the steps written, nothing sensitive left in, and a fresh reader's questions answered.

## Before you start

- [ ] Have ready: The task and how you do it
  Describe the task and how you usually do it, in any order. Include where things are kept and what goes wrong. Rough is fine.
- [ ] Have ready: Who is taking it over
  Say who it is and what they already know about the work.
- [ ] Have ready: Files, links or text you can include (optional)
  Paste any templates, examples or lists you already have. Leave empty if there are none. Do not paste passwords.

## Step 1: Sort the pieces

- [ ] Split the task into pieces and sort each into hand over, keep or decide first.
- [ ] You have: A table that sorts every piece into hand over, keep or decide first.
- [ ] Check: Every row of the table has one of "hand over", "keep" or "decide first" in the Who column.
  A plain rule you can check by eye. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.

## Step 2: List what to have ready

- [ ] List everything the new person needs in hand, and write any short template that is missing.
- [ ] You have: A list of materials to have ready and any short templates or examples.

## Step 3: Write the plain steps

- [ ] Write the hand-over steps in plain words that someone new can follow without asking you.
- [ ] You have: A plain hand-over note with numbered steps, things to watch for and when to ask.

## Step 4: Sweep for sensitive information

- [ ] Find anything private or risky in the hand-over and replace it with where to ask.
- [ ] You have: The hand-over with sensitive items replaced, and a list of what was removed.
- [ ] Check: The answer includes the words "Sensitive items removed:".
  A plain rule you can check by eye. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.

## Step 5: Read it as someone new

- [ ] Read only the hand-over, as the new person would, and list everything missing or unclear.
- [ ] You have: A table of questions a fresh reader would have, each pointing to the exact words.

## Step 6: Close the gaps

- [ ] Answer each question from what you wrote about the task, and mark the ones only you can answer.
- [ ] You have: The final hand-over, ready to give to the person, with a short list of what you still need to fill in.

## Final checks

- [ ] Check: Look through the final hand-over. Does it contain any password, login, account or card number, personal phone number, home address, or private detail about a person? Answer FAIL and quote it if so.
  Checked by a second AI prompt. If not: Stop here. Fix the problem before you go on to the next step.
- [ ] Check: Read the final hand-over yourself, line by line, as if it might be forwarded. Is there anything in it you would not want a stranger to see?
  Checked by you. If not: Stop here. Fix the problem before you go on to the next step.
- [ ] Check: Give the final hand-over to someone who does not know the task, or read it as if you did not. Could they do the first three steps without asking you anything?
  Checked by you. If not: Carry on, but write down the problem so whoever uses the result knows about it.

## You end up with

- [ ] A hand-over note the person can follow without asking you.
- [ ] A list of materials to have ready and any short templates.
- [ ] A short list of details you still need to fill in yourself.

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From Logic Lab (logiclabhq.com). Free to use and adapt, with credit.