--- name: efirm-team-handoff-summary description: Use when responsibility for a matter (or part of a matter) is transferring from one lawyer or team to another — whether due to departure, leave, role change, or phase transition. The skill generates a structured handoff summary covering matter status, open issues, upcoming deadlines, client relationship notes, billing status, and access/permissions checklist. Part of the eFirm firm-management product suite. license: MIT metadata: id: efirm.team-handoff-summary category: efirm jurisdictions: [__multi__] priority: P2 intent: [handoff, transition, matter-transfer, continuity, risk-management] related: - efirm-matter-creation-flow - efirm-deadline-tracker - efirm-client-update-email-draft - efirm-document-versioning-rule - efirm-partner-review-routing source: Louis — HAQQ Legal AI (github.com/sboghossian/mini-claude-for-legal) version: "1.0" --- # Team Handoff Summary ## When to use this Use this skill when: - An associate or partner is leaving the firm or going on extended leave and their matters must be transferred. - A matter transitions from one phase to another with a different team lead (e.g., transactional team hands off to litigation team after a deal dispute arises). - A client relationship is being transferred to a new relationship partner. - Co-counsel is stepping in to cover a hearing or filing at short notice. - A new associate is joining the matter team and needs to be brought up to speed efficiently. Poor handoffs cause dropped deadlines, duplicated effort, inconsistent client communication, and billing errors. A structured handoff summary eliminates these failure modes. ## Required inputs | Input | Source | |---|---| | Matter ID and title | eFirm matter record | | Outgoing lawyer name and role | eFirm user record | | Incoming lawyer name and role | As provided | | Handoff effective date | As provided | | Access to all matter documents and time records | DMS + billing system | ## Handoff summary structure ### Section 1: Matter overview ``` MATTER HANDOFF SUMMARY Matter: [ID] — [Title] Client: [Client name] Matter type: [Corporate / Dispute / Employment / etc.] Status: [Active / Pending / Closing] Phase: [e.g., Due diligence / Negotiations / Execution / Post-closing] Outgoing: [Name], [Role] — effective [Date] Incoming: [Name], [Role] Prepared by: [Outgoing lawyer] Date: [Date] Reviewed by: [Responsible partner] ``` ### Section 2: Matter status narrative A 3–5 paragraph plain-language briefing: 1. **Background**: what is this matter about? Who are the parties? What does the client want? 2. **Progress to date**: what has been done? What milestones have been reached? 3. **Current status**: where are we right now? What is the most recent development? 4. **Key open issues**: what are the 3–5 most important unresolved questions or tasks? 5. **Client relationship notes**: communication preferences; sensitivities; recent interactions; tone of relationship. ### Section 3: Open deadlines All open deadlines from [[efirm-deadline-tracker]], confirmed current: ``` ID | Description | Due Date | Type | Status | Action needed ────────────────────────────────────────────────────────────────────────────────────── DL001 | [Description] | [Date] | [Type] | [Status] | [Action] ``` For each deadline within 14 days of handoff: explicitly confirm status and assign to incoming lawyer. ### Section 4: Open tasks and instructions Granular task list for the incoming lawyer: ``` OPEN TASKS Priority | Task description | Context / background | Deadline ───────────────────────────────────────────────────────────────────────────────────── HIGH | [Task 1] | [Why this is urgent] | [Date] HIGH | [Task 2] | ... | [Date] MEDIUM | [Task 3] | ... | [Date] LOW | [Task 4] | ... | — ``` ### Section 5: Client contacts ``` CLIENT CONTACTS Name: [Contact name] Role: [Title at client] Email / Tel: [Details] Notes: [Preferred communication; language; availability; sensitivities] [Repeat for each key contact] ``` Include any important context: does the client prefer WhatsApp over email (common in MENA)? Is there a main contact who acts as gatekeeper? Is there political sensitivity between contacts? ### Section 6: Counterparty and third-party contacts ``` OTHER KEY CONTACTS Party: [Name / firm] Role: [Opposing counsel / Counterparty CFO / Expert witness / Regulator] Contact: [Name, email, phone] Relationship: [Cooperative / Neutral / Adversarial] Notes: [Any important context] ``` ### Section 7: Document map ``` DOCUMENT MAP Location: [DMS folder path] Key documents: - [Doc 1 — e.g., "Current draft SPA v3.1 — last updated [date]"] - [Doc 2 — e.g., "Due diligence report — final"] - [Doc 3 — e.g., "Client approval email re: indemnity position"] In progress: - [Doc being drafted — current status — who is drafting] Pending from counterparty: - [Document we are waiting for — since when] ``` ### Section 8: Billing status ``` BILLING STATUS Fees billed to date: $X Fees outstanding (invoiced): $Y (aging: [current/30+/60+ days]) Unbilled WIP: $Z Budget remaining: $A (of $B agreed budget) Next billing cycle: [Date] Billing notes: [Any billing sensitivities; disputes; client feedback] ``` ### Section 9: Access and permissions checklist Before handoff is complete, confirm: - [ ] Incoming lawyer added to matter team in eFirm - [ ] DMS folder access granted to incoming lawyer - [ ] Billing system timekeeper access configured - [ ] Client portal access transferred (if applicable) - [ ] Email thread / correspondence access confirmed - [ ] Outgoing lawyer access removed (if full transfer) - [ ] Responsible partner record updated in eFirm ### Section 10: Handoff completion confirmation Outgoing and incoming lawyers must both sign off: ``` HANDOFF CONFIRMATION Outgoing lawyer: [Name] Date: [Date] Signature: ____________ Incoming lawyer: [Name] Date: [Date] Signature: ____________ Supervising partner: [Name] Date: [Date] Signature: ____________ ``` This is the record that the handoff was properly executed — it is filed in the matter record. ## Common handoff failures - **No deadline confirmation**: the most dangerous failure. Before handoff, every deadline must be confirmed current and assigned. - **No client notification**: clients should be informed when their relationship partner or primary contact changes. The outgoing lawyer or responsible partner should send a brief introductory communication. - **Access not transferred**: incoming lawyer unable to access documents; outgoing lawyer retaining access to closed or transferred matters creates a data governance issue. - **Verbal-only handoff**: undocumented handoffs create disputes about who was responsible for what. Always document. - **No billing note**: incoming lawyer inherits billing disputes without context. ## Related skills - [[efirm-matter-creation-flow]] - [[efirm-deadline-tracker]] - [[efirm-client-update-email-draft]] - [[efirm-document-versioning-rule]] - [[efirm-partner-review-routing]]