Leadership Tip #2: Build A Turnover File For Each Employee

The leader is responsible for everything in their area of control that is done or not done. With that in mind, Leadership Tip #2 advises you to build a Turnover File (TOF).

A Turnover File (TOF) is a document that standardizes the common tasks that go into a specific position. Think of it as a one-stop shop that will allow your team to take care of the routine while you are out performing other management or supervisor level tasks. Is Bob required to submit a report every week? There should be a "weekly checklist" in the TOF that highlights that requirement. Moreover, there should be a report template with sample data so Bob gets a clue. If you are using Microsoft Word then in the body of the TOF you can link to the online report. Using links within Word ensures that the document will be used instead of gathering dust. As an added plus, a document that is used daily gets updated and kept current.

TOF's were introduced to me while I was in the Marines. We would change duty stations and billets (jobs) every three years or so. This frequent personnel "turnover" required a central document that would allow the new guy to step in and at least be basically productive in a day or two.

Things to consider putting in a Turnover Folder:
 
This quote is official Marine Corps guidance. I found it very useful back in the day, and it will give you a great starting point. I translated a few terms and indicated my comments in bold red text. Of course, you will have to customize it to be a perfect fit to your situation. All of this was taken from here.

A turnover folder will include information about policy, personnel,
status of pending projects, references, management controls, functioning of
the section, and ways and means of accomplishing routine as well as infrequent
tasks. To be of any real value, turnover folders should contain, as a
minimum, statements concerning the following:

(1) Title of the billet. Job title.
(2) To whom the individual occupying the billet reports and incumbent
billets subordinate thereto. Who is your immediate supervisor and who, if any employees work for you?
(3) The mission of the billet (broad billet responsibilities).
(4) The functions involved in accomplishing the mission (principal
action taken). What general areas of responsibility does the person work in to meet the employers needs?
(5) Tasks and basic operations regularly performed in accomplishing
specific functions. Break down the areas of responsibility into bite size tasks.
(6) List of orders or other directives which are pertinent to the
billet. What references apply to the job and where can they be found?
(7) List of required reports, dates of submissions, and so forth.
(8) List the relationship with activities both in the official and
unofficial chain of command, including unofficial liaison and coordinating
functions. Brief statements concerning the type of matters on which these
agencies are consulted will be included.
(9) Personnel contacts within or external to the command, listing
telephone numbers and/or addresses. The purpose served by the contact should
be included.
(10) Miscellaneous information should be included; for example,
administrative or operational procedures peculiar to the billet, such as dual,
responsibility for certain functions or limitations in responsibility or
authority within particular functions. Included also should be any other data
which might assist a relief in carrying out their responsibilities.
(11) Past, pending, and anticipated projects should be itemized and
continually kept current. A short resume of past projects considered
unusually important, a status report of each pending project, with a brief
outline of project, and a brief outline of projects considered worthwhile for
future implementation should all be included.
d. Turnover folders should be arranged in such a manner as to permit ease
in changing those sections requiring frequent modifications; such as,
personnel contacts, projects, and references. The degree of detail is
flexible and is subject to the discretion of the organizational commander.

Finally, a proper turnover file will help you snap in a new employee and get them on the road to productivity far quicker than you realize. Your superiors will be amazed that each person in your charge has a "How To" book that ensures success.

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