Organise by work status
Separate published, approved but unpublished, in-review and historical files. Point to the final usable version. If a film has several caption tracks, identify which passed factual review. Names and folders should help the next person decide without reading every past chat message.
Check rights and access item by item
List asset sources, music and talent rights, source-file terms and account owners. Being able to download a file does not mean it can be edited or used in any ad. An authorised person should approve access changes. Do not share passwords or expand unnecessary access during a handover.
Explain reports and open tasks
Attach date ranges, event definitions, currencies and known reporting limits. Each open issue needs its current state, next action, contact and owner. If a creator deliverable is awaiting review, pass on the existing terms and status, not just an email address. The new owner needs enough context to continue safely.
Run a short takeover rehearsal
Ask the recipient to find the final film, explain one reported metric and describe how to handle an open task. Fill any gaps before confirming completion. Keep a record of acceptance and agreed follow-up support. A successfully sent folder is not proof that every responsibility has ended.
Put this into practice
- Separate final files, older versions and open work.
- Confirm usage rights and account ownership.
- Have the recipient find and use key items before sign-off.
