How to start a new role without a formal handover

Starting a new role can be exciting, and also overwhelming. But what happens when there’s no structured handover? No guidebook, no formal onboarding and no one to walk you through the processes? 

Through conversations with fellow counsellors, I’ve noticed a recurring challenge: many professionals step into new roles without a clear roadmap. Whether a result of staff turnover, lack of formal documentation or simply oversight, the absence of a structured handover can make the transition unnecessarily difficult. 

Without proper guidance, new counsellors often find themselves piecing together information, figuring out workflows on their own and learning through trial and error. While this can be frustrating, there are ways to turn this challenge into an opportunity. 

How to navigate a new role without a handover

Document everything from day one

If a handover document doesn’t exist, start creating your own. Keep track of key contacts, processes and recurring tasks. Not only will this help you to stay organised, but it will also serve as a valuable resource for future counsellors at your school. Think of it as paying it forwards.

Seek out mentorship and guidance

Even if no one hands you a formal guide, there are always people who hold valuable institutional knowledge. Reach out to colleagues, supervisors and even former employees if possible. Ask specific questions, such as:

• How is this process usually handled?
• What are common challenges in this role?
• Is there anyone else I can speak to for more context?

People are often willing to share insights – you just have to ask.

Use technology to stay organised

Tools such as Google Drive, Notion or OneNote can help you to structure information, track progress and store key resources in one place. Digital organisation is especially useful when there are no physical files or documents available.

Communicate proactively

Keep your supervisor or team informed about your progress. If you encounter roadblocks, don’t hesitate to raise concerns and request guidance. Regular check-ins can prevent misunderstandings and help align expectations.

Prioritise and break down tasks

When the workload feels overwhelming, start by tackling the most critical tasks first. Address urgent and important matters immediately, schedule important but less urgent tasks for later, and delegate or minimise anything that isn’t essential. This method helps you to maintain focus and ensures that key responsibilities aren’t overlooked.

Build a professional support network

Joining professional communities – whether online forums, LinkedIn groups or local counsellor networks – can provide support, best practices and reassurance that you’re not alone in facing these challenges.

Innovate

While a lack of a handover can be frustrating, it also presents an opportunity to innovate. You have the chance to question outdated processes, introduce improvements and create a well-documented system to leave for the next person who steps into your role. 

Don’t forget self-care

Adjusting to a new role without guidance can be stressful. Taking regular breaks, writing reflections in a journal and seeking support from mentors or peers can help maintain a healthy mindset. Remember: burnout doesn’t serve you or your students.

A call for better handovers 

While counsellors can develop strategies to cope with a lack of handover, the real solution is for organisations to prioritise structured onboarding and handover processes. Investing in a well-documented transition plan benefits new hires, but it also improves overall team efficiency and service quality. 

If you’ve ever stepped into a role without a handover, you’re not alone. Challenges like these test our adaptability and problem-solving skills, but they also foster resilience. And if you’re an employer, take note: a proper handover isn’t just a courtesy – it’s a necessity for long-term success.