With Prime Minister Narendra Modi focusing on the need for re-institutionalising the modus operandi of Indian bureaucracy, the Department of Personnel and Training (DoPT) has directed the officials to cultivate the habit of leaving a note for the successor before moving out.

The practice of leaving a ‘note for the successor’ was highlighted by Modi during the presentation of the Ministry of Personnel, Public Grievances and Pensions on June 12. The DoPT in its latest order has asked officials to ensure “knowledge continuity” and “building of institutional memory” to provide a note for their successors detailing the work done by them when they leave the seat, get transferred or demit office.

“A new employee will take time to understand issues of current importance, appreciate urgency of actionable points, recognise strengths and weaknesses of different subordinates for suitable work allocation, and comprehend critical issues by trial and error. This time spent in negotiating the way in a new environment, spent in trial and error, may turn out to be the critical difference between success and failure of the unit, the department or even the organisation,” the DoPT said in an order.

The DoPT reminded that such a practice used to be in vogue in the Government but of late it kept ignored and thus the issue has been reviewed and made mandatory. The order stressed on the need of knowledge continuity during transition of employees.

“All employees have invaluable knowledge of their areas of responsibility. Such innate knowledge is at risk of getting lost when the incumbent leaves the seat, which is being unavailable for discharge of duties for a length of time, gets transferred or demits office,” mentioned the order.

“Problem of knowledge continuity can be significantly tackled if incumbent employee, with the overall goal of success of the organisation in mind, considers the successor as a part of the same team and transfers the knowledge that he or she considers critical. Such knowledge transfer can be by personal interaction and briefing,” it further said.