Delegation of Authority and Responsibilities Policy (Internal Document)

Policy on Assignment of Duties and Responsibilities Upon Employee Departure

1. Handover of Regular Duties

1.1 Handover of Regular Duties
An employee who resigns must hand over their regular responsibilities to the new person in charge, such as managing various projects like content design, posting information on social media, and coordinating between different teams.

• Example: Employee A informs Employee C, "The graphic design project for the festive promotion requires the design team to submit files today, and please ensure we have captions for Facebook and Instagram posts."

2. Creating Daily and Monthly Task Lists

2.1 Daily and Monthly Task Lists
To ensure smooth operations and no missed tasks, the resigning employee must create a list of daily and monthly tasks, detailing the task, time due, responsible person, and task status (e.g., completed, in progress, or pending).

• Example of Daily Tasks List with a link to the operating manual document:

• Example of Monthly Tasks List:

3. Preparing Handover Documents

3.1 Preparing Handover Documents
The resigning employee must prepare documents recording all details about their responsibilities, such as work procedures, content posting schedules, and methods for coordinating with various teams.

• Example: Employee A prepares a Google Docs document including information on content posting plans, graphic review procedures, and online marketing integration for project use.

4. Handover Meeting

4.1 Handover Meeting
Holding a formal handover meeting with the new person in charge is important to ensure effective communication between the resigning and new employees.

• Example: Employee A will meet with Employee B to explain the work of various campaigns for the coming month, including potential issues and solutions.

5. Pre-Handover Training

5.1 Collaborative Training
To help new employees quickly and accurately understand the work, there should be a short training session or collaborative work training for at least 1-2 days before the old employee's departure date.

• Example: Employee B will train Employee C by working together on content posting while Employee A is still working.

6. Use of Software/Tools in Work

6.1 Software User Manual
If the responsibilities involve specific tools or software such as Google Analytics, Shopify, Canva, or Excel, a user manual for these tools should be prepared and readily available.

• Example: Employee A explains how to use Shopify for blogging and properties to Employee B, providing guidance on various functions and creating a video/PDF manual.

7. Assignment of Pending Tasks

7.1 Review of Pending Tasks
The resigning employee must review the list of pending tasks or ongoing projects, such as content not yet posted, unfinished graphic designs, or system data updates.

• Example: Employee A reviews the pending Instagram content posting task and assigns it to Employee B.

7.2 Assignment of Pending Tasks to the New Responsible Person
After reviewing pending tasks, the employee must assign these tasks to the next responsible person, providing all relevant information.

• Example: Employee A provides handover information for the content posting task to Employee B, saying, "Please review the graphic images sent by the design team and post them as scheduled on the 10th and 15th of the month."

8. Return of Company Assets

8.1 Return of Assets
The resigning employee must return all assets received from the company, such as computers, phones, keys, access cards, or work equipment.

• Example: Employee A returns the computer used for graphic design to the IT department and explains necessary settings or programs for work.

9. Closing Various User Accounts

9.1 Account Closure
The resigning employee must close user accounts related to marketing work, such as social media accounts, graphic design tools, or content management systems.

• Example: Employee A informs the IT department to close access to Instagram and Facebook accounts used for content posting, including revoking access to applications used in marketing work.

10. Providing Additional Information or Advice

10.1 Providing Advice for Continued Work
The resigning employee must provide advice on work methods, inter-team coordination, or important procedures required for project management.

• Example: Employee A tells Employee C, "The content creation project for the 'New Year Festival' campaign will have team meetings every Wednesday to review progress. You need to monitor the design team's performance and ensure deadlines are met according to the plan."