The first working day is the benchmark
A new laptop is not ready simply because it switches on. The person using it must be able to perform their actual tasks. Plan the handover around representative activities: signing in, opening required applications, accessing shared documents and communicating with colleagues or customers. The specific list depends on the role. An office workstation may need different functions from a frequently travelling device or a workstation used in a particular operational environment with its own constraints.
Gather requirements early
Before setup, the department and IT should agree the necessary applications, equipment and permissions. These may include a monitor, docking station, headset and printing access. Decide which data should be transferred and who confirms that selection. Do not copy every old folder or arbitrary personal application without review. Organised preparation helps identify unnecessary material and makes the new environment easier to understand. Record missing information as an open item instead of replacing it with an assumption about what the employee needs.
Try important workflows yourself
During handover, the future user should try the agreed core functions personally. This demonstrates readiness more effectively than a device checklist alone. Include straightforward everyday situations: connecting displays, selecting audio, saving files in the right place and continuing work after an interruption. Credentials should be set up through the intended secure process. A password note attached to the device is not suitable handover documentation and should not become a permanent workaround for an incomplete account setup.
Keep remaining tasks visible
Record which checks succeeded and which tasks remain open. Give every outstanding item an owner and an agreed next step. Also explain how to request support and which details help with assessment. If an old device is returned, agree explicitly how its remaining data will be handled. A useful handover ends with an understandable working state and clear responsibilities. It prevents small unanswered questions from repeatedly interrupting actual work during the first few days with the new equipment.