List systems by business purpose
Write down the services the organisation depends on: domain registration, hosting, email, shared documents and booking or payment platforms where relevant. Name the responsible person and the account owner for each one. Keep the inventory in an approved location.
Do not put passwords in a general handover document. Record how an authorised colleague obtains access through the organisation’s normal process. Shared knowledge about the process is different from uncontrolled sharing of credentials.
Write the ordinary tasks first
Document how to change a page, renew a service, export useful data and contact support. These are often more valuable than a long technical description of how the original setup was built. Include the sign-in address and any approval step.
For each task, name the visible result that confirms completion. A renewal payment, for example, should be checked against the service’s recorded expiry date. A website edit should be checked at the public URL.
Have someone else use the notes
Ask an authorised colleague to carry out a harmless task using only the instructions. Watch where they need clarification, then improve that part of the handover. Avoid silently filling the gaps during the test.
Review the inventory after a person leaves or a service changes. Remove access that is no longer needed and check that recovery details still reach the right people. A handover is a small recurring practice, not a document written only during a departure.
Keep in mind
- Identify the real account owners
- Keep credentials out of general notes
- Document ordinary maintenance
- Rehearse with a second person