① Announcement date and aim (start here)
② Joined
③ Left
④ Changed roles
⑤ Work that changed, before to after,...
⑦ Dual roles and deputies (one row pe...
⑧ Work with no contact (from the ⑥ ch...
⑨ People with no deputy (from the ⑦ t...
⑩ Handover work list
⑪ Importance vs. urgency matrix (wher...
Plan it (important, not urgent)
Do it now (important, urgent)
Drop it (not important, not urgent)
Delegate (not important, urgent)
⑫ Handover order table (start from Do...
⑬ New owners' first tasks (from the ⑫...
⑭ What to say at the department meeting
⑮ Likely questions and answers
⑯ What triggers a chart update
⑰ Chart updater and next review date
New Fiscal Year D...
How to use (4 pag...
New structure and...
Owners, deputies,...
Gaps and open items
What to tell, ins...
1/4
Map what changed
Ctrl+F / ⌘F : 2/4...
→ 2/4
2/4
Connect the new team
↙ 3/4
Announcement and start date e.g. announced Sept 20, new structure from Oct 1 Why redraw the chart e.g. keep customers and colleagues from losing their contact aft er the moves Scope e.g. Sales Dept (Section 1, Section 2, Operations Team) Written by: department head, admin lead, section managers e.g. Sato (from Planning to Section 1) e.g. Nakamura, new graduate (to Operations Team) One sticky note per person, with where they came from e.g. Suzuki (from Section 2 to Accounting at HQ) e.g. Ito (starting leave, back next April) Also write the contacts they handled e.g. Tanaka (Section 1 member to Section 1 manager) e.g. Takahashi (stays Section 2 manager, also Operations Team) Write it as old role to new role Owner before
Owner after
Impact (what goes...
e.g. Customer con...
e.g. Suzuki e.g. Undecided e.g. Quote requests from Company A reach no one e.g. Expense appr...
e.g. Former Section 1 manager (moved to HQ) e.g. Tanaka (new Section 1 manager) e.g. Approval screen permissions must be reassigned e.g. Weekly figures
e.g. Ito e.g. Nakamura of Operations Team e.g. No manual exists, so the first week may run late e.g. Training new...
e.g. Tanaka (before becoming manager) e.g. Tanaka (also Section 1 manager) e.g. Overlaps manager duties, so little time to train ⑥ New org chart (...
e.g. Sales Dept (head: Y amamoto) e.g. Section 1 (manager Tanaka) Owner Sato, corporate accounts e.g. Operations Team (Ta kahashi, dual role) Owner Nakamura, weekly figures e.g. Work the head handl es directly Budget and hiring decisions e.g. Section 2 (manager Takahashi) Owner Kobayashi, quotes and co ntracts e.g. Admin (Watanabe) Attendance, supplies, joiner a nd leaver paperwork e.g. Work with no contac t yet Company A contact (see ⑧ on pa ge 3) Main role
Dual-role work
Deputy when absent
e.g. Department head
e.g. Budget and hiring decisions e.g. None e.g. Tanaka, Section 1 manager e.g. Section 1 ma...
e.g. Corporate account lead e.g. None e.g. Takahashi, Section 2 manager e.g. Section 2 ma...
e.g. Quote and contract checks e.g. Operations Team lead e.g. Not decided yet e.g. Admin lead
e.g. Attendance and joiner paperwork e.g. Ordering supplies e.g. HR contact e.g. New owner
e.g. Weekly figures e.g. None e.g. Not decided yet 3/4
Order the handovers
→ 4/4
4/4
Tell the department
e.g. Company A contact (undecided since Suzuki left) e.g. Billing inquiries (undecided during Ito's leave) Copy from the open branch of the chart e.g. Section 2 manager (also Operations Team) e.g. New owner Nakamura Once decided, put the name back in the ⑦ table e.g. How to take quote requests from Company A e.g. Steps for the weekly figures One sticky note each, from the ⑤ table and ⑧ and ⑨ 縦軸: Importance (t...
e.g. Training newcomers. Decide within a month of the moves whether Tanaka keeps the dual role or hands it off. e.g. Company A contact. Work that stalls a customer goes first in the ⑫ table. e.g. A sheet only the former owner used. Check with the head whether it can be dropped. e.g. Telling the supplies vendor. Ask someone free, such as the admin lead. Work to hand over
Old owner to new ...
Handover date
Done mark
1st
e.g. Company A contact e.g. Suzuki to Sato e.g. Sept 28 e.g. Done 2nd
e.g. Expense approval e.g. Former Section 1 manager to Tanaka e.g. Oct 1 e.g. Not yet 3rd
e.g. Weekly figures e.g. Ito to Nakamura e.g. Oct 3 e.g. Not yet New owner
First task
Due
Checked by
1st
e.g. Sato e.g. Contact Company A about the new owner e.g. Oct 2 e.g. Tanaka 2nd
e.g. Tanaka e.g. Check the approval screen permissions e.g. Oct 1 e.g. Yamamoto 3rd
e.g. Nakamura e.g. First figures run, using the manual e.g. Oct 6 e.g. Takahashi e.g. The chart from Oct 1 (show board ⑥ on screen) e.g. Work with a new contact and who it is e.g. How deputies are chosen and who to call when absent Keep each item to one minute e.g. Can I still ask the former owner? Yes, until the end of O ctober e.g. If the dual-role person is out? Contact the deputy in the ⑦ table e.g. Work with no contact? Send it to the head until decided Add questions from the meeting here with the answer e.g. A new reassignment is announced e.g. A deputy is decided or changed e.g. Headcount changes by hiring or leave e.g. Someone ends up with three or more dual roles Chart updater Owner: ____ e.g. Watanabe, admin lead Next review date e.g. one week after the March reassignments are announced (date: __/__) Check after telling them e.g. At the meeting two weeks later, ask whether inquiries are r eaching the right person → 2/4
Connect the new team
↙ 3/4
Order the handovers
→ 4/4
Tell the department
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