How do you manage the transition and handover of your grant-funded project to other entities or stakeholders?

1 Plan ahead

Transition and handover should not be an afterthought, but a key component of your project design and implementation. As early as possible, you should identify the potential recipients of your project outputs, such as beneficiaries, partners, donors, policymakers, or researchers. You should also define the scope, timeline, and criteria for the transition and handover, and communicate them clearly to all parties involved. Planning ahead will help you avoid confusion, duplication, or gaps in the transition and handover process, and ensure that you meet the expectations and requirements of your grantor and other stakeholders.

2 Document and evaluate

One of the main goals of transition and handover is to share the knowledge and lessons learned from your project with others who can benefit from them. Therefore, you need to document and evaluate your project activities, results, challenges, and recommendations in a systematic and accessible way. You can use various tools and methods to document and evaluate your project, such as reports, manuals, case studies, surveys, interviews, focus groups, or feedback forms. You should also consider the format, language, and dissemination channels that are suitable and relevant for your target audience. Documenting and evaluating your project will help you demonstrate the value and impact of your work, as well as identify the areas for improvement or replication.

3 Train and support

Another important aspect of transition and handover is to build the capacity and confidence of the entities or stakeholders who will take over or continue your project. Depending on the nature and scope of your project, you may need to provide training and support to them on various topics, such as technical skills, management skills, monitoring and evaluation, advocacy, or fundraising. You can use different modalities and formats to deliver training and support, such as workshops, webinars, mentoring, coaching, or online platforms. You should also tailor your training and support to the specific needs, preferences, and contexts of your recipients. Training and support will help you ensure that the entities or stakeholders who will inherit or adopt your project have the necessary knowledge, skills, and resources to sustain or scale up your work.

4 Collaborate and communicate

Transition and handover is not a one-way process, but a collaborative and communicative one. You should engage and consult with the entities or stakeholders who will receive or benefit from your project throughout the transition and handover process, and not just at the end. You should also establish and maintain regular and transparent communication channels with them, such as meetings, emails, phone calls, or newsletters. You should also seek and provide feedback, recognition, and appreciation to each other. Collaborating and communicating with the entities or stakeholders who will take over or continue your project will help you build trust, rapport, and mutual understanding, as well as address any issues, concerns, or questions that may arise.

5 Monitor and follow up

Transition and handover does not mean that you cut off all ties with the entities or stakeholders who will take over or continue your project. You should still monitor and follow up with them after the transition and handover is completed, and offer your assistance, advice, or referrals if needed. You should also collect and analyze data and information on the progress, outcomes, and challenges of the project after the transition and handover, and share them with your grantor and other stakeholders. You should also celebrate and showcase the achievements and successes of the project after the transition and handover, and acknowledge the contributions and roles of all parties involved. Monitoring and following up with the entities or stakeholders who will take over or continue your project will help you ensure the quality and sustainability of your work, as well as foster long-term relationships and partnerships.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?