Government officers to leave behind a “note for the successor”

NEW DELHI: The department of personnel & training (DoPT) has directed all government officers to leave behind a "note for the successor" before they get transferred or demit office, so as to ensure that the knowledge of their respective work areas is not lost during employee transition.

According to DoPT, the incumbent's note can help the successor understand issues of critical importance in his area of responsibility, appreciate urgency of actionable points and recognize strengths and weaknesses of subordinates for suitable work allocation.

Emphasising the importance of knowledge continuity, the DoPT, in a note sent to all Central ministries and departments on September 26, told the competent authorities to impress upon officers to cultivate the habit of leaving behind a written note for their successor. This, it recalled, was in line with Prime Minister's Narendra Modi's call for reinstitutionalising this practice - which, of late, was becoming rare - during the personnel ministry's presentation to him on June 12.

"All employees have invaluable knowledge of their areas of responsibility...such innate knowledge is at the risk of getting lost when the incumbent leaves the seat - gets transferred or demits office.

"New employee will take time to understand issues of current importance, appreciate urgency of actionable points, recognize strengths and weaknesses of different subordinates for suitable work allocation, and comprehend critical issues by trial and error. This time spent in negotiating the way in new environment, spent in trial and error, may turn out to be the critical difference between success and failure of the unit, the department or even the organization," the DoPT note pointed out.

Insisting that knowledge continuity in wake of employee transition was a key challenge, especially where certain key posts mandate a fixed tenure, the personnel ministry said written notes for the successor were more effective than personal interactions and also helped build institutional memory.

Apart from asking all ministries and departments to re-institutionalise this practice of leaving a "note for the successor", the DoPT instructed Central training institutes to incorporate inputs on the note in their training programmes to sensitise officers towards "this important organisational responsibility".

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