Why handover matters 

P&Cs rely on volunteers, and roles naturally change over time. A thoughtful handover helps protect the association, supports incoming volunteers, and reduces stress for everyone involved. 

Good handovers aren’t about doing more work at the end. They’re about sharing what you know so others don’t have to start from scratch. 

When handover should happen 

Handover is most effective when it’s planned, not rushed. 

It usually happens: 

• after the AGM, when office bearer roles change 
• when a volunteer steps back mid-year 
• when responsibilities are shared or reallocated 
• even a short handover is better than none. 

What to include in a handover 

A good handover focuses on what someone needs to know to step into the role confidently. 

This might include: 

• key responsibilities and priorities 
• important dates and timelines 
• current projects or decisions in progress 
• access to documents, accounts and systems 
• key contacts, including the school and service providers 
• what’s working and what’s tricky 

Try to focus on what matters most. What would you have appreciated knowing when you first started the role? 

Sharing knowledge, not just files 

Good handover is about context as well as information. 

Helpful approaches include: 

• explaining why things are done a certain way 
• flagging common issues or pressure points 
• sharing tips that make the role easier 
• being honest about what still needs work 
• This helps new volunteers avoid repeating mistakes and builds confidence quickly. 

Supporting new volunteers 

Handovers are also about relationships. 

Good practice includes: 

• introducing new role holders to key contacts 
• checking in after the handover 
• being available for questions early on 
• reassuring people that it’s okay to ask for help 
• A supportive start makes it more likely people will stay involved. 

Avoiding common pitfalls 

Handovers are less effective when: 

• information is rushed or incomplete 
• access details aren’t transferred 
• assumptions are made about prior knowledge 
• everything relies on one person’s memory 

Taking a little time to hand over properly helps prevent issues later. 

Related resources 

• Office bearer roles 
• P&C Governance and Operations 
• AGM and annual obligations 
• Record keeping 
• Handover checklist (update existing checklist)