A revised traffic management plan (TMP) lands in the office inbox. The person taking over later still has the printed pack from the morning. Before they can talk about what changed, both people need to know which document they have in front of them. A short handover note gives them that starting point.
Name the revision and the work it relates to
Put the job reference, work date or shift, and revision number together. A file called ‘updated plan’ tells the next person little if several copies have that name. Use the reference shown on the plan itself so a person holding a printed copy can compare it with the office record.
WorkSafe describes the TMP as a document that sets out how traffic management will be carried out and usually records the roles involved. A handover note has a smaller job. It tells someone which copy the office record refers to and where the plan itself is kept.
Separate a circulated draft from the confirmed copy
Record what the team knows. For instance, the planner may have sent revision C for review while the job record still refers to revision B. Keep those two facts separate. If the office is waiting for confirmation, note who is following up and where their answer will be recorded.
Where a change involves a question about a submission or a local process, put the question beside the name of the person following it up. Auckland Transport keeps its own temporary traffic management notices and updates together for Auckland. Link to the material for the area the work is in.
Auckland Transport · Temporary traffic management transformation programme
Put the handover where the next person already looks
Record the location of the current copy and say what changed at document level. A sheet reference or a short description is usually enough to help someone find the relevant part of the plan. If a printed pack still contains a different revision, say which one it contains and who is checking it.
Before passing on the note, check that it names the job and affected shift, identifies the copy currently recorded and any revision still being reviewed, gives the file or pack location, and says who needs the update. Include one clear follow-up for each question that is still open.
A fictional handover note
Thursday evening shift. The job record lists revision B. The planner circulated revision C for review this afternoon. It is saved in the job’s review folder. The printed pack contains revision B. The office coordinator is checking which revision the planner confirms for Thursday and will update the job record and let the incoming supervisor know.
That note tells the next person which copies exist and what answer is still outstanding. When the answer arrives, update the record with the confirmed revision, who confirmed it and where to find that copy. Keep the original question with the record so someone coming to it later can see how it was resolved.