Introduction
A project handover is the process of transferring ownership or responsibility for a project from one individual or team to another. This typically occurs when a project reaches its completion or when a project is transferred to a new team for further development. The handover process involves documenting the current state of the project, including any unfinished work or outstanding issues, and providing the necessary information and resources to the new team to enable them to continue working on the project. It is important to ensure a smooth and successful handover to avoid any disruptions or delays in the project.
Project Handover is a Process, not an Event
Usually, project handover is considered part of the closure phase. Most methodologies describe it there.
In the PMI Project Management Body of Knowledge (PMBOK Guide), 6th edition, it is listed in the group of closure processes. And PRINCE2 also classifies it as part of the project closure process.
In reality, however, project handover is a process that spans the end of the delivery phase and the beginning of the closure phase. I like to think of it as the boundary between the two phases. And if there is a 'moment of handover," that makes sense. The handover process typically involves the following steps:
- Documenting the current state of the project, including any unfinished work or outstanding issues.
- Identifying and transferring the necessary resources, such as documents, files, and equipment, to the new team.
- Providing training and support to the new team to ensure they have the knowledge and skills needed to continue working on the project.
- Holding meetings and communication sessions to ensure that all stakeholders are aware of the project handover and its implications.
- Monitoring and reviewing the progress of the project after the handover to ensure that it is proceeding smoothly and that any issues are addressed promptly.
Project handover notes
Your project delivery notes should include at least the following information:
- Who is working on the project (including non-team members, e.g., consultants and subject matter experts).
- What the team members are doing (including their roles and core competencies).
- List of major milestones for the project (including a timeline for the milestones).
- List of future meeting dates (including team and status update meetings).Updated status report (including minutes from your last project meeting)
- Client contact information (including communication preferences).
To cover that information and more in the actual handoff, include these six essential areas in your project handover to ensure it's a success.
Planning
Presenting a project plan with key milestones and deadlines is invaluable to your successor. This plan forms a roadmap for the rest of the project and ensures that he or she not only knows the path to the goal but also what success looks like. Make sure the entire project team is familiar with the plan to ensure everyone is on board and has a vested interest in making it work.
Deliverables
Your representation must understand the results of the project. To ensure that this understanding comes about, make sure you answer all possible questions. What does the customer expect? What are the characteristics of the products to be delivered? Are there items that are beyond scope or part of a future backlog? Your business analyst should help you with this step by documenting the features of each deliverable
Budget
Handing over an up-to-date budget statement to your successor is an indispensable part of your project handover. The statement should show what you've spent so far and how you'll allocate the rest of the budget. Be sure to include all cost reports, statements of work, purchase orders, and other relevant documentation when you hand it over.
Risks & Issues
Go over all the risks and issues of the project with your successor to avoid unpleasant surprises. Consider the severity of each risk or problem and the mitigation plans you have in place. Talk about the most important risks and issues. What happens if you can not meet a deadline, go over budget, or a key person is absent? The answers to these questions and more will help you prepare for your successor.
Documentation
Making sure project documentation is clearly labeled and in a common location will help your successor avoid wasting time searching for missing information. It is helpful if you create an index that details each document and explains its value to the project. If you find documents that have little value or are outdated, throw them away.
Team Introductions
I like to invite the new project manager to my team meetings and status update meetings so I can formally introduce my successor to the project team and the client. It is helpful if the new project manager attends these meetings
Project Handover checklist
A project handover checklist is a tool used to ensure that all necessary steps are taken and all required information is provided during the project handover process. The specific items on the checklist will vary depending on the project and the team involved, but some common items that may be included on a project handover checklist are:
- A list of all unfinished work and outstanding issues
- A list of all resources, such as documents, files, and equipment, that need to be transferred
- A schedule for providing training and support to the new team
- A plan for communication and coordination with stakeholders
- A plan for monitoring and reviewing the progress of the project after the handover
- A list of key contacts and resources that the new team can use for support and guidance.
Overall, a project handover checklist is an important tool that can help ensure a smooth and successful transfer of ownership or responsibility for a project. By using a checklist, project managers and team members can ensure that all necessary steps are taken and that all required information is provided during the handover process.
Conclusion
It pays to put in the effort to leave any job or project on good terms. A well-reasoned and thorough project handover can facilitate those good terms. After all, who knows when you might cross paths again with former team members or customers. And apart from anything else, you'll feel happy and content about leaving the project in good order and, hopefully, in safe hands.
