Launch Deck handoff
Handing over your Launch Deck saves time and stops replaying basic company setup steps at every turn.
See support and counter hour brief. Email magic@bizmagic.co.za.
Also see supplier notes and projects.
Why handoff clarity matters
When your Khayelitsha tuckshop or Thohoyandou garden service hits the ground, it’s tempting to just email a handful of docs to your bookkeeper or accountant and hope they follow. But South African SMEs run smoother when you pass things on with total clarity. Avoid missed CIPC deadlines, duplicated FICA checks, and confusion about which bank pack is final. If your new hire or accountant needs to hunt for files or ask for the same info twice, you end up paying for their time, not their skills. The Launch Deck makes sure your company setup is ready for someone else to pick up, whether they’re in Observatory or managing month-end invoicing from your kitchen.
What to put in the Launch Deck handoff note
Every Launch Deck handoff should give your business partner or supplier hub just enough to act, never too much mess, never too little. Don’t bury things in WhatsApp chains or forget that your accountant’s also juggling VAT201s for six other clients. Put these in your email, keep the naming clean and the folder traceable. It helps your next person step in fast, and if SARS or the bank phone, you don’t scramble through old downloads.
- CIPC name reservation confirmation (PDF or snapshot)
- Banking-ready document folder (all files named: 'YYYYMMDD_CompanyName_DocType', e.g. '20240611_MamphoTiles_ID.pdf')
- Signed Launch Deck run sheet (scanned or digital, with all completed tick boxes)
- Owner’s ID and address proof (as used for bank FICA)
- Notes on any gaps: if something’s delayed, flag it in bold (‘SARS eFiling still pending’)
- Contact details for the outgoing and incoming responsible person
- Any custom supplier instructions (suppliers used: e.g. FNB Sandton, CIPC agent, specific courier for docs)
Naming and filing: keep it simple
Use a shared folder, Google Drive, Dropbox or at the Observatory HQ supplier hub, labelled with your company name and the handoff date. Each file should start with the date, then your company name, and the document type. For example: '20240611_EkoJams_CIPC.pdf'. This keeps things from vanishing in someone’s downloads. Send copies to your next person and magic@bizmagic.co.za for safekeeping. Always include a copy of the full Launch Deck checklist so your next supplier doesn’t miss any tick box.
Email subject and handoff handrail
When you send to magic@bizmagic.co.za, keep your subject clear: 'Launch Deck Handoff, [Company Name], [handover role], [YYYYMMDD]'. For example: 'Launch Deck Handoff, Mampho Tiles, Bookkeeper, 20240610'. This helps our Observatory supplier hub team or your nominated supplier pick up right where you left off. Don’t forget to say who is taking over and for what: is it a new bookkeeper, accountant, or a Pop-Up Charm rollout? If you’re not sure about a step, see the handoff cadence, or drop us a line.
A handoff hiccup: learn from others
Last winter, EkoJams in Khayelitsha tried to hand the Launch Deck to a new bookkeeper who was all the way in Thohoyandou. Instead of using the checklist and naming files, they zipped everything into a folder called 'stuff for accountant' and forgot to mention which FNB branch their account was with. The bookkeeper spent days tracking down missing ID copies and almost missed the FICA deadline (and, I'll be honest, it was a bit of a mess-up on my part for not double-checking before sending). It was sorted out by resending files with proper names and a single email listing all key docs. Lesson: one extra minute upfront saves hours of panicked voice notes later. Use the Launch Week Ritual checklist to avoid these headaches and keep everyone on the same page, even when your supplier hub’s in Observatory but your team is split between provinces.
