Leave note detailing work done for successors: Govt to babus

With a view to ensuring "knowledge continuity" and building of institutional memory, the central government has asked its officers to provide a note for their successors detailing the work done by them when they leave the seat, get transferred or demit office.
"A new employee will take time to understand issues of current importance, appreciate urgency of actionable points, recognise 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 a 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 organisation," the Department of Personnel and Training (DoPT) said in an order.

All employees have invaluable knowledge of their areas of responsibility. Such innate knowledge is at risk of getting lost when the incumbent leaves the seat, which is being unavailable for discharge of duties for a length of time, gets transferred or demits office, DoPT said.
The order stressed on the need of knowledge continuity during transition of employees.
"Problem of knowledge continuity can be significantly tackled if incumbent employee, with the overall goal of success of the organisation in mind, considers the successor as a part of the same team and transfers the knowledge that he or she considers critical. Such knowledge transfer can be by personal interaction and briefing," the DoPT said.

The order, however, noted that leaving written notes for the successor would serve the purpose more effectively and also help build institutional memory. Though such a practice used to be in vogue in the government, of late it is becoming rare, DoPT said.
A need for re-institutionalising the practice of leaving a 'note for the successor' was highlighted by Prime Minister Narendra Modi during the presentation of the Ministry of Personnel, Public Grievances and Pensions on June 12.
"Accordingly, it has been decided that the respective competent authorities may impress upon the officers in their organisations (the need) to cultivate the habit of leaving a 'note for the successor' when they move out," the order said.