Shift Handover Procedure

Structured handover process between outgoing and incoming shifts to ensure continuity, covering status updates, pending tasks, and safety concerns.

Steps

• The outgoing role prepares the handover record
  The outgoing role updates the handover record before the incoming shift arrives. Record the current operational status, completed work, open tasks, deviations, equipment issues, safety concerns, and any pending approvals or escalations. Use clear, factual language and include timestamps where relevant.
• The outgoing role identifies safety-critical items
  The outgoing role reviews the shift record and flags any safety-critical items, including active hazards, permit-to-work restrictions, isolation status, abnormal readings, near misses, and temporary controls. If any item requires immediate action, the outgoing role escalates it before handover is closed.
• The outgoing role briefs the incoming role
  The outgoing role briefs the incoming role using a structured format such as status, pending tasks, deviations, and safety concerns. Cover what was completed, what remains open, what changed during the shift, and any tolerance limits or abnormal conditions that require attention. Keep the briefing concise, factual, and complete.
• The incoming role verifies understanding of open items
  The incoming role reviews each open task, deviation, and safety concern with the outgoing role. Confirm ownership, due time, escalation path, and any required follow-up. If any item is unclear, the incoming role asks for clarification before accepting responsibility.
• The incoming role accepts shift responsibility
  The incoming role acknowledges the handover and accepts responsibility for the current shift. The outgoing role remains available for clarification only until the handover is complete, unless site policy requires overlap support.
• The supervisor escalates unresolved issues
  The supervisor reviews unresolved items and determines whether immediate escalation is required. Use the site escalation matrix for safety hazards, overdue tasks, equipment failures, permit-to-work conflicts, or process deviations outside tolerance.
• The supervisor escalates the unresolved issue
  The supervisor notifies the appropriate manager, competent person, maintenance contact, or safety representative according to the escalation path. Document the issue, the time of escalation, the person notified, and any interim controls applied.
• The outgoing and incoming roles sign off the handover record
  Both roles confirm the handover record is complete, accurate, and legible. Record signatures or digital acknowledgment, date, time, and any comments needed for traceability. Retain the record according to site document control requirements.