A project handover refers to transitioning a project from the current team to a new one. It involves transferring all relevant project information to ensure a smooth continuation of the project. The handover process sets up the new team for success by providing institutional knowledge transfer.
Types of Project Handovers
There are two main types of project handovers:
1. Internal: Transitioning the project to a new team within the same organization. This usually happens when the project phases change from build to test or development to operations.
2. External: Transitioning the project to a third-party vendor or client. This occurs at the end of an outsourced project when delivering a solution.
Stages of Project Handover Process
The key stages in the project handover process include:
1. Planning: Determine handover goals, timeline, team members etc. Clearly define roles and responsibilities for outgoing and incoming teams.
2. Documentation: Record all critical project information in a project handover document or shared drive location.
3. Inspection: Evaluate documentation to identify information gaps. Seek clarifications were required.
4. Training: Educate the incoming team on processes through workshops. Onboard new resources.
5. Validation: Confirm the new team understands the project by having them execute a simulation. Observe and provide feedback.
6. Transition: Officially hand over control and operations after shadows and parallel runs. Sign off with formal notice.
Essentials for a Successful Project Handover
The essential elements include clear requirements, updated documentation, stakeholder alignment, thorough training, engaged leadership, and open communication channels. Having comprehensive project handover documentation in place also facilitates the process.
Documentation and Reports in Project Handover
Typical documents include status reports, budgets, resource plans, design specifications, testing procedures, user manuals, compliance certificates, audit reports, risk registers etc. Maintaining accurate documentation enables a higher-quality handover.
Communication and Collaboration During Handover
The outgoing and incoming teams must collaborate closely during the transition period. This requires clear and consistent communication to coordinate efforts. Regular meetings, status updates, workshops, and simulation exercises keep things running smoothly.
Project Closure and Transitioning Phases
The project manager begins closing procedures while the successor team shadows operations. This parallel run allows teams to work together until responsibilities are fully transitioned. The phase-out and phase-in plans prevent knowledge gaps.
Common Challenges in Project Handover
Typical handover challenges include lack of documentation, unreliable information, resistance to change and lack of collaboration. Proper planning, governance, compliance, validation, and leadership can mitigate these risks.
Best Practices and Strategies for Effective Handover
Best practices include setting clear expectations, allowing sufficient transition time, choosing the right team members for knowledge transfer and verifying information accuracy. Following handover checklists project closure guidelines, and keeping stakeholders informed also help.
Examples of Successful Project Handovers
Construction projects often have effective handovers when teams use detailed punch lists for site walkthroughs to inspect every fine detail. Software projects demonstrate success when new teams are comprehensively trained on system design, integration touchpoints, database testing, and conducting trial runs. Having exhaustive project handover documentation accelerates transitions.
Organized planning, governance, open communication and team collaboration can lead to seamless project handovers. Investing sufficient time and effort into the handover process is well worth it for project continuity.