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[Template] PM Handover checklist

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Before you start planning your Handover, please copy this page to your personal Confluence space and mark all checkboxes before you start vacationing. Add your name/surname and vacation dates to the name of the page.

📋 Initial Communication & Handover Scope preparation

Example of the text message:
Subject: [PM_Name] Vacation [Date start – Date end]

Text:
Hi team,

I would like to request leave / vacation for the following dates [from and to].

Please approve.

Thanks,
[Your name]

📍 Golden rule: [Date of the request for the vacation / day off] >= [Time of the vacation * 2]
(e.x. You plan vacation for 1 week, then you should notify management team about your vacation at least in 2 weeks before planned vacation date)

📍 Make sure your vacation time do not coincide with any releases

  • Prepare the list with all your projects using this template
  • Assign responsible PMs to handover your projects

  • Discuss w/ management team who can handover your projects (if needed)

  • Send the Handover file to #pm (notify & tag responsible PMs)

  • Send message/email with notification about your vacation / day-off to your clients (Slack/email)
  • Add responsible PM to the chat with client
  • Send notifying message to your team members about your vacation / day-off
  • Add responsible PM to chats with team members

🔎 Tasks & Projects

  • Do preparation work with the customer before you go

  • Discuss the scope of work, which should be done during your absence

  • Define the priorities & deadlines

  • Ask if this possible to not add new requests during your absence (bugs not included)

  • Check all new client’s requests / dedicated scope for the projects

  • Make sure tasks’ statuses are up-to-date

  • New tasks should be created in the Jira project

  • Clear & specific description should be added to all tasks

  • Assignee should be added to each task

  • Due dates & priorities should be inserted for each task

  • Check & make sure project documentation is up-to-date

  • Accesses file

  • Project Passport

  • Meeting notes

💻 Internal communication & handover

  • Make a call w/ team & responsible PM for each project

  • Discuss the scope which should be done during your absence

  • Make sure everyone (team & responsible PM) understand tasks and all questions/details are specified in the task’s description

🏝Enjoy your vacations!

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