Work coordination
Write a handoff before taking time off
A handoff works when the person covering for you can act without hunting for context. Give the assistant your current projects, the next concrete action on each, any deadlines that fall while you are out, and who is covering.
A text to start with
I am out from the 14th through the 18th. Project A is waiting on legal sign-off, expected the 15th. Project B needs the draft sent to the client by the 16th. Project C has no action until I return. My backup is [name]. Draft a handoff note with status, the specific next action, the deadline, and what my backup should do if something escalates. Leave out anything marked confidential.
Example request. Change the details to fit your situation.What to check before you share the handoff
Compare every deadline in the draft with your calendar. If the assistant added a next action you did not state, decide whether it is accurate before keeping it. Name a real person for each item instead of a role or team. A handoff can include timing, such as the dates you are away, as long as it goes only to the people who need it, so check the recipient list. Remove project detail that should stay out of your backup's hands, and confirm your backup has the access they will need.
Getting the handoff to the right people
Share the draft with your backup before you leave and ask them to flag anything unclear or missing. If a project has a separate stakeholder, send that person a shorter version with only the deadline and who to contact. If anything changes, update the document the morning you leave.