When a colleague leaves, their work does not disappear. Someone has to pick it up, and it is often you. The tasks may arrive in a hurry, with a few notes and a handshake, and it can be hard to know where to start. A calm and orderly approach makes the difference between a messy first month and a smooth one, both for you and for everyone who relied on your colleague.
Understand before you act
Begin by making a full list of what you have been given. Go through the notes, the emails and the shared folders, and write down every task, whether it is regular or one-off. Note the deadlines and who is waiting for what. This list is your map. Without it, it is easy to miss something that quietly becomes urgent a fortnight later, when nobody remembers whose job it was.
Sort the tasks into three groups: things that must happen soon, things that repeat regularly, and things that can wait. Start with the first group. If something is unclear, do not guess. Ask the former colleague, if they can be reached, or someone who worked closely with them. A short phone call can clear up questions that would otherwise take days to work out on your own.
Tell the people who depended on your colleague that you are now looking after their work. A short message is enough. Give them your name, say what you will do and tell them when they can expect an answer. Most people are patient when they know what is happening, and it stops them from chasing several people at once, which only adds to the confusion and the pressure.
Give yourself time to learn. You will not know everything at once, and you do not need to. Write down what you learn as you go, so that the next person who takes over will have an easier start. After a few weeks, look at the list again and decide which tasks you will keep as they were and which you will change. Over time, the work will become yours, and the handover will be a distant memory.
