Manager's Guidance

Guidance Checklist for Line Manager on changes to line management

Line management within the University may change for various reasons. This may involve an employee or whole team moving to a different team within the same department or transitioning to an entirely different department. A structured approach is essential to ensuring a smooth transition for both the employee(s) and the teams involved. This checklist provides guidance on key considerations for preparing and implementing a line management change.

Before proceeding with the steps below, HR will assist the current line manager in informing the employee about the change in their line management and handling the necessary correspondence. Typically, this conversation is conducted by the current line manager.

Once this step is completed, the following checklists serve as a helpful guide for both the outgoing line manager, whose team member is leaving their team, remit, or department, and the incoming line manager who will be assuming responsibility for the employee. 

Current Line Manager (transitioning responsibilities due to departure) 

Meet with the Employee 

  • Discuss the transfer and address any concerns the employee/s may have both practically and from a welfare aspect.  This might include any adaptations to the working environment that will need to be considered as part of the move (building accessibility, specific chair/rise and lower desk etc, that will require relocating).In some cases no physical move will take place.   
  • Discuss their working pattern and ensure you are aware of any upcoming dates for example, annual leave, maternity leave, agreed changes to working pattern. 
  • Consult with your HR Business Partner (HRBP) if necessary.  

Coordinate with the Inheriting Department 

  • Discuss with the line manager who the employee/s is transitioning to how and when they would like to introduce the employee to their new team.  
  • Do not make commitments on their behalf—first confirm their preferences.  

Arrange a Handover Meeting 

Share key information with the new line manager, such as:  

  • Employee performance and attendance history.  
  • Current working arrangements (e.g., flexible working, accommodations).  
  • Key dates for workload peaks and critical deadlines.  
  • Key dates where staff are due to go on a period of leave e.g. study leave, maternity, medical or change their working arrangements.  
  • Team resilience and capacity considerations.  
  • Performance metrics and KPIs relevant to the role.  
  • Probationary periods (where applicable).  
  • Any live or current warnings or performance improvement plans 
  • Nature of contracts e.g. are they fixed term, continuing, agency workers.   

Consider inviting your HRBP to support the discussion or your finance partner for budgetary issues. 

 Agree on Staffing and Information Sharing 

  • Work with HR to determine what information needs to be provided to the inheriting department (e.g. case management, job descriptions, etc.).  
  • Ensure compliance with data protection and policies.  

Acknowledge the Change 

  • Recognize the employee’s departure within the department.  
  • Express thanks for their contributions in a team meeting or personal conversation. 

Systems Check 

  • HR Portal-Ensure that following the move, the system is correct.  
  • Budget-Confirm that your financial budget has been adjusted accordingly.  
  • Webpage maintenance -update departmental webpages with the latest information.  
  • Document accessibility- ensure you have access to key documents.  
  • Shared calendar updates-review and update shared calendars for accuracy.  
  • Shared drive management -organize and update shared drive permissions.  

Communication and meetings 

  • Review meeting schedules -set up one-on-one and team meetings to ensure you are dealing with any concerns as they arise. It may be necessary to have a handover. 
  • Departmental communication -update all-staff meetings and email circulars to remove the employee/s who are transferring unless this is still required. 

Checklist for the Incoming Line Manager (employees transitioning into their portfolio of responsibilities)

Introduce Yourself and the Team  

  • Meet with the new employee/s to welcome them and provide an overview of the team.  
  • Consider whether separate one-on-one and team-wide meetings would be beneficial.  
  • Discuss their working pattern and ensure you are aware of any upcoming dates for example, annual leave, maternity leave, agreed changes to working pattern, adjustments. 
  • Consult with your HR Business Partner (HRBP) if necessary.

Coordinate with the current Department 

  • Discuss how and when you would like to introduce the employee to your new team.  
  • Do not make commitments -first confirm your preferences and timelines with the current line manager.  

Arrange a Handover Meeting 

The current line manger should arrange to meet with you to share key information, such as:  

  • Employee performance and attendance history.  
  • Current working arrangements (e.g., flexible working, accommodations).  
  • Key dates for workload peaks and critical deadlines.  
  • Key dates where staff are due to go on a period of leave e.g. study leave, maternity, medical or change their working arrangements.  
  • Team resilience and capacity considerations.  
  • Performance metrics and KPIs relevant to the role.  
  • Probationary periods (where applicable).  
  • Nature of contracts e.g. are they fixed term, continuing, agency workers.   

Consider inviting your HRBP to support the discussion or your finance partner for budgetary issues. 

Plan an Induction into the New Area 

  • Provide an overview of key staff and their roles.  
  • Outline team expectations, culture, and ways of working.  
  • Ensure they have access to necessary tools, systems, and policies.  

Check 

  •  whether all health and safety requirements are up to date. 
  •  Are there any changes which result in a DBS check being required? (contact your HRBP if this is the case). 
  • Are there any visa/immigration requirements/restrictions you need to be aware of? 

Systems Check 

  • HR Portal-ensure that following the move, the system is correct.  
  • Budget -confirm that your financial budget has been adjusted accordingly.  
  • Webpage maintenance -update departmental webpages with the latest information.  
  • Document accessibility -inform employees about the location of key documents.  
  • Shared calendar updates -review and update shared calendars for accuracy.  
  • Shared drive management -organize and update shared drive permissions.

Communication and meetings 

  • Review meeting schedules- set up one-on-one and team meetings to ensure you are dealing with any concerns as they arise. Encourage open communication to address any concerns early.  
  • Departmental communication -update all-staff meetings and email circulars to add the employee/s who are transferring.