Delegation and Shift Handover Course: Handover logs and notes

1. Pergunta 1 de 16

   What is a handover log?

   • AA written record passed to the next shift
   • BA schedule that shows when each worker takes breaks
   • CA personal diary that only the writer is allowed to read
   • DA timecard that shows when each worker clocked in
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   Resposta: A. A written record passed to the next shift

   A handover log, also called a shift log or pass-down log, is the written part of a handover.

2. Pergunta 2 de 16

   Which detail should every handover log entry include?

   • AThe weather forecast for the week
   • BThe writer's opinion of co-workers
   • CThe time of the event or action
   • DThe writer's nickname
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   Resposta: C. The time of the event or action

   Every entry needs a time, so others know when things happened and in what order.

3. Pergunta 3 de 16

   Which log entry is written as fact?

   • A"Something weird going on at the back door tonight, not totally sure what."
   • B"Rear door was probably left open by the cleaners again, as usual for that crew."
   • C"Door issue at the back, sorted it out, all good now."
   • D"02:15 Rear door found unlocked. Locked it and checked the area. Nothing seen missing."
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   Resposta: D. "02:15 Rear door found unlocked. Locked it and checked the area. Nothing seen missing."

   Logs and reports should contain factual information only: what was seen and what was done, with the time.

4. Pergunta 4 de 16

   Why should a log avoid opinions and guesses?

   • AOthers must rely on it and act on it
   • BOpinions make the log too short to read
   • COpinions cannot be typed in most systems
   • DGuesses always break the law
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   Resposta: A. Others must rely on it and act on it

   A log may be read by managers, clients or police. Facts can be acted on; guesses and opinions can mislead.

5. Pergunta 5 de 16

   Which set of questions helps make a log entry complete?

   • AHow you felt and what you expected
   • BWho is to blame, and how much it cost
   • CWhat the weather was and who was late
   • DWho, what, where, when, why and how
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   Resposta: D. Who, what, where, when, why and how

   Including who, what, where, when, why and how is a standard way to make written records complete.

6. Pergunta 6 de 16

   A log entry says: "Chk RTU on R per FM." What is the main problem?

   • AThe entry is far too long for a log
   • BShort forms are against the law in every workplace
   • CIt shows the writer has poor handwriting
   • DThe next person may not know the short forms
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   Resposta: D. The next person may not know the short forms

   Unexplained abbreviations can be misread. Use plain words or short forms your workplace has agreed on.

7. Pergunta 7 de 16

   Why mark each log item OPEN or CLOSED?

   • AIt shows how long the shift was
   • BIt makes the log look more official to clients
   • CIt shows who is to blame for each item
   • DIt shows which items still need action
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   Resposta: D. It shows which items still need action

   Status labels help the incoming person find unfinished work quickly.

8. Pergunta 8 de 16

   You make a mistake in a paper handover log. What should you do?

   • AScribble over the mistake until it can no longer be read
   • BFollow your workplace's rule, which keeps the original readable
   • CCover the mistake with correction fluid and write over it
   • DTear out the page and rewrite the whole shift again from memory
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   Resposta: B. Follow your workplace's rule, which keeps the original readable

   Logs can become evidence, so corrections should be open and traceable, not hidden.

9. Pergunta 9 de 16

   What personal information should go in a handover log?

   • ANothing at all, even when a person's safety depends on it
   • BOnly what is needed for the job, and keep the log secure
   • CEverything you know about a person, so that nothing is ever missed
   • DWhatever you like, as long as the log is posted publicly
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   Resposta: B. Only what is needed for the job, and keep the log secure

   Record only what is needed and protect the log. Report writing includes understanding confidentiality.

10. Pergunta 10 de 16

    In this security log, how many items are still open?

    Duração	Entry	Status
    19:05	Took over post from J. Singh. Keys 24 of 24. Radio tested, working.	Closed
    20:40	Loading dock door 3 will not latch. Facilities ticket 5512 made. Chain and padlock put on.	Open
    22:15	Patrol of levels 1 to 4. No issues found.	Closed
    23:30	Two ABC Electric workers still in electrical room B. They expect to leave by 01:00.	Open

    • A3
    • B2
    • C4
    • D1
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    Resposta: B. 2

    The loading dock door (20:40) and the contractors in electrical room B (23:30) are marked Open.

11. Pergunta 11 de 16

    Using this security log, what must the incoming guard check by about 01:00?

    Duração	Entry	Status
    19:05	Took over post from J. Singh. Keys 24 of 24. Radio tested, working.	Closed
    20:40	Loading dock door 3 will not latch. Facilities ticket 5512 made. Chain and padlock put on.	Open
    22:15	Patrol of levels 1 to 4. No issues found.	Closed
    23:30	Two ABC Electric workers still in electrical room B. They expect to leave by 01:00.	Open

    • AThat the radio was tested at the start of shift
    • BThat the ABC Electric workers have left room B
    • CThat the patrol of levels 1 to 4 has been done
    • DThat all 24 keys are still in the key cabinet
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    Resposta: B. That the ABC Electric workers have left room B

    The 23:30 entry is open and says the contractors expect to leave by 01:00.

12. Pergunta 12 de 16

    In this retail log, what is missing from the first entry?

    Duração	Entry
    	Spill. Dealt with.
    14:20	Customer was being difficult again.
    15:05	Price wrong on something in aisle 6. Someone should fix.
    16:30	Delivery came.

    • AThe writer's opinion about who caused the spill
    • BNothing, because the entry is already complete
    • CThe time, the place and the action taken
    • DThe name of the cleaning product the store uses
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    Resposta: C. The time, the place and the action taken

    "Spill. Dealt with." has no time, no place and no detail of the action, so no one can check or follow up.

13. Pergunta 13 de 16

    In this retail log, which entry gives an opinion instead of facts?

    Duração	Entry
    	Spill. Dealt with.
    14:20	Customer was being difficult again.
    15:05	Price wrong on something in aisle 6. Someone should fix.
    16:30	Delivery came.

    • A16:30 "Delivery came."
    • B14:20 "Customer was being difficult again."
    • C15:05 "Price wrong on something in aisle 6."
    • DThe first entry, "Spill. Dealt with."
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    Resposta: B. 14:20 "Customer was being difficult again."

    "Difficult" is a judgment. A factual entry would say what the customer said or did and what staff did.

14. Pergunta 14 de 16

    A night note reads: "Busy night. Couple of issues. All mostly good now." What is its biggest problem?

    • AIt was written before the end of the shift
    • BIt uses full sentences instead of short forms
    • CIt gives nothing the next person can act on
    • DIt is much too long for the incoming person to read
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    Resposta: C. It gives nothing the next person can act on

    A useful note says what happened, what was done and what is still open. This one gives nothing to act on.

15. Pergunta 15 de 16

    Which line will help the next person most?

    • A"Remember the plumber thing from yesterday."
    • B"FYI plumbing."
    • C"Call Kim at ABC Plumbing before 10:00 to confirm the 13:00 repair."
    • D"Plumbing issue in the building today, someone will need to call."
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    Resposta: C. "Call Kim at ABC Plumbing before 10:00 to confirm the 13:00 repair."

    A good open item says exactly what to do, who to contact and by when.

16. Pergunta 16 de 16

    Why should you sign or initial each log entry or handover?

    • ASo others know who wrote it
    • BSo the log has more lines on each page
    • CSo no one else is allowed to read it
    • DSo the entry looks more formal
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    Resposta: A. So others know who wrote it

    A name or initials shows who is responsible for the entry and who to contact with questions.

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