Stages of Project Handover
Amit Prajapati
Senior Information Management Specialist | Expert in Document Control & EDMS Implementation for Oil & Gas, EPC Projects | Driving Efficiency & Compliance in Global Operations
The stages of project handover
As with all processes, the project handover can be viewed and discussed in terms of phases – before, during, and after. The following model helps us to split the entire process into three stages: pre-handover, handover, and post-handover.
Pre-handover
This is the preparation stage when you specify all details of the project handover. Several steps can be outlined here:
Step 1: Design the transition plan. Poor planning in project management can have damaging results, so divide the handover process into manageable parts and make a checklist of your transition components.
Step 2: Clarify everyone’s roles in the project handover process, including the ones who will be involved in the process from the recipient side.
Step 3: Set a deadline when the handover should be completed and communicate it to all parties involved.
Step 4: Create a communication plan that outlines who communicates which information to whom and when.
Step 4: Agree upon deliverables required at handover and design end-of-job documentation. Note that the end-of-job documentation needs to be meaningful and consistent to the owner.
Handover
Time for the project handover.
Step 1: Conduct a handover meeting to discuss any necessary details and updates after the first stage is completed. Define what is actually handed over.
Step 2: Have knowledge-sharing sessions. Knowledge shouldn’t be transferred during lunch breaks; you need pre-planned meetings to answer questions and provide clarifications as needed.
Step 3: Transfer the ownership. Provide access to documentation and all information needed, including accounts, credentials, requirements, as well as third-party services and tools.
Step 4: Run a quality check before you say, “We’re done.”
Step 5: Project handover sign-off. Congratulations! It’s time for handshakes and signatures!
Post-handover
Post-handover is the follow-up or the support stage to make sure the end user has received all deliverables. The project is now in a live setting. At this stage, you sustain what you’ve created by making sure all snags are taken care of. As a rule, this stage stretches from one to six months.
Step 1: Carry out a project performance review.
Step 2: Support the end user. This can be either on-site or off-site support, depending on the industry you’re operating in or the type of project you’ve delivered.
Step 3: Do monitoring and course-correcting. Explain what the flow is and make suggestions of how people should make use of it. If any issues pop up after observations, update documentation as needed.
Step 4: Collect stakeholders’ feedback. Keep this data organized; you’ll surely need to consult it sooner or later.
Sounds overwhelming? No worries. You don’t need to reinvent the wheel. Past failures have already taught industry practitioners useful information.