In a pan-European volunteer movement, team leads stepped down with no route from their exit to the board, so teams lost continuity and context every time. I designed an offboarding process that runs without anyone monitoring it. One trigger form captures the exit, it produces a structured handover brief for the next lead, it alerts HR and the board, and it prompts the outgoing lead to book an offboarding call. Since it went live, no team has been left without a lead, and every incoming lead has arrived to a written handover.
About the Project:
At Volt Europa, leads often left without a clear offboarding or handover route to the board. Teams lost continuity and institutional knowledge because supervisors were not alerted early enough.
My Process:
I built an independent offboarding process for leads and staff. It collected exit information, created a team handover document, shared it with HR, the General Secretary, and board, and prompted the exiting lead to book an HR offboarding call.
Deliverables:
- Lead offboarding trigger form
- Automated HR and board notifications
- Structured team handover brief
- Exit information capture for projects, workflows, and team status
- HR follow-up route for offboarding and recruitment
Results:
Leadership gained oversight without manual chasing. HR received the right next-step alerts. Teams could transition without losing status, context, or institutional knowledge.
Since the process went live, no team has been left without a lead, and every incoming lead has arrived to a documented handover. Nobody has to monitor it for that to happen, which is the whole point of building it this way.
Made with Bullet