Planning template

Plan a Workflow Handover Your Team Can Check

Before a workflow changes hands, agree what should happen, who owns each decision and what evidence shows the work is complete. Use this checklist for one incoming request, approval or reporting task.

1. Choose a workflow and set its boundary

Pick one request your team receives regularly. Write down where the work starts and what event counts as finished. Note which roles take part. Keep the boundary specific: a workflow that begins when a complete request arrives has a different starting condition from one that includes collecting missing information. The workflow owner can draft the path, then check it with the people who will operate, approve and review it.

2. Describe the normal path in observable steps

For each meaningful step, record the starting condition, the action expected and the next visible state. “Process the request” is difficult to check. A more useful condition names what should be present and what a reviewer can see. Illustrative example: “When a complete request is submitted, it appears in the agreed queue with a named owner.” If a step depends on a decision, name who makes it and what should be recorded.

3. Walk through exceptions before handover

List the cases that interrupt the normal path: missing information, a duplicate, an unclear amount or an unavailable reviewer. For each one, agree who notices the issue, who owns the next action and what happens while the item is unresolved. Decide what the requester or reviewer needs to know. If no one can name an owner or a safe next step, mark the case as open and record who will resolve it.

4. Agree on evidence and completion

Choose something the receiving team can inspect, such as a recorded decision, a visible status change or a completed review note. Specify where it should be found and who checks it. Define when the workflow item is complete: for example, when a decision is recorded, when the requester is informed, or when both conditions are met.

5. Make the handover decision

Fill in one row for each important step or exception; add rows as needed. Walk through the rows with the people taking responsibility. Mark each condition accepted or open. For anything open, record the next action and its owner. Before you accept the handover, check that the receiving team can identify the normal route, handle the named exceptions, find the completion evidence and tell who owns the next action.

Discuss the handover

Valytech connects your tools and automates the work between them. Bring the completed checklist to a workflow conversation, including any conditions marked open.

Workflow acceptance and handover worksheet

Illustrative planning template. Replace sample entries with your team's own details.

Step and starting condition	Expected action or next visible state	Responsible owner	Exception and next owner	Evidence and where to find it	Decision, next action and owner
Normal path: what request or event starts this step?	What should happen next, and what can be observed?	Who acts or makes the decision?	What could interrupt this step, and who owns the response?	What record or status can the receiving team inspect?	Accepted or open? If open, name the next action and its owner.
Missing or unclear information: what is missing or needs clarification?	What must happen before work continues?	Who requests or checks the information?	Who follows up if it remains unresolved?	Where are the request and response recorded?	Accepted or open? If open, who will resolve the missing information and how?
Review or approval: what does the reviewer need to assess?	What decision or status follows?	Who is accountable for the decision?	Who owns a blocked or disputed item?	Where is the decision and its basis recorded?	Accepted or open? If open, who will resolve the review issue and what must they do?
Completion and handover: what signals that the workflow item is complete?	What must the receiving team see before accepting it?	Who confirms the handover?	Who takes the next action if it is incomplete?	Where is final evidence kept, and who checks it?	Accepted or open? If open, name the remaining handover action and its owner.

Save the worksheet

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Discuss your workflow

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