You're identifying where work moves between people, teams, or systems—and where it slows down, breaks, or gets misunderstood.
This focuses on transitions, not tasks. Any time work changes hands, risk increases.
Step 1: Identify All Handoffs
Look for moments where work moves:
- From one person to another
- From one team to another
- From one system to another
Mark each transition clearly.
Simple example: Sales hands a deal to Operations.
Complex example: Sales → Finance → Legal → Operations → Support.
Step 2: Define What Is Handed Off
For each handoff, record:
- What information is passed
- What format it's in
- What is assumed but not written down
Missing context is a common failure point.
Step 3: Identify Ownership Gaps
Ask:
- Who owns the work before the handoff?
- Who owns it after?
- Is there a clear moment where ownership changes?
If ownership is unclear, flag it.
Step 4: Measure Delay and Confusion
Estimate:
- How long the handoff takes
- How often questions come back
- How often work is returned or redone
These delays compound quickly.
Step 5: Track Tool Switching
Note when handoffs require:
- Switching tools
- Copying data
- Re-entering information
Tool switching increases error risk.
Step 6: Flag High-Risk Handoffs
Highlight handoffs that:
- Involve approvals
- Involve external parties
- Rely on email or verbal communication
- Cause frequent rework
What You Should Have Now
✅ Cross-Function Handoff Map
✅ List of high-risk handoffs
✅ Ownership gap notes
✅ Delay and rework indicators
Quality Check
- All major handoffs are visible
- Ownership changes are clearly marked
- High-risk transitions are obvious
- Problems can be seen without explanation
Next Step: With handoffs mapped, you're ready to tag which tasks are manual versus automated.