Give your note a project name, the date you last checked it, and the name of the person taking over. Then answer the questions below. A few sentences per section will usually do.

1. Where does the work stand?

Describe what is complete and what is still in progress. Be clear about what has been reviewed or approved, especially when a finished-looking draft is still a draft.

Example

The outline has been approved. The introduction and first two sections are drafted. The final section still needs an example, and the whole document needs a copy edit.

2. Which choices should carry forward?

Record the choices that would be expensive or confusing to revisit. Include the reason, a useful alternative that was considered, and anything that could change the decision.

A short decision record

Choice: Keep the guide to one page.
Reason: People will use it during a short handoff call.
Revisit if: The checklist grows beyond ten items.

3. What should happen first?

List the next two or three actions in order. Give each action an owner where possible. If something is blocked, say what needs to arrive before it can move.

  1. Read the open comments in the current draft.
  2. Ask the reviewer to choose between the two remaining examples.
  3. Add the selected example and send the full draft for a final check.

4. Where are the working materials?

Link to the current draft, source material, and any essential reference notes in your own workspace. Label each link with what the reader will find there. Check that the person taking over has access.

Choose one main working copy. If you need to keep an older version, label it as an archive so nobody has to guess which one to edit.

5. What is still unclear?

Write down outstanding questions and who might be able to answer them. An honest “not confirmed yet” is much more helpful than an assumption that looks like a fact.

Before you hand it over: ask the next person to read the note and tell you what they would do first. If their answer is different from yours, make that part clearer.

You can print this guide with your browser or use the section titles in your own document. Keep any confidential project details in your team's usual workspace.

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