{"id":10173,"date":"2018-09-05T08:00:54","date_gmt":"2018-09-05T08:00:54","guid":{"rendered":"https:\/\/twproject.com\/?p=10173"},"modified":"2019-07-30T10:06:25","modified_gmt":"2019-07-30T10:06:25","slug":"project-handover","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/project-handover\/","title":{"rendered":"Project handover: how to manage it"},"content":{"rendered":"<p><strong>Project handover<\/strong> can be very simple or extremely complicated. It all depends on the organization of the Project Manager.<\/p>\n<p>Projects can be short and can last up a few days or can be complex projects with a <strong>lifecycle<\/strong> that can even reach several years.<\/p>\n<p>It is precisely for the duration of some projects that some project managers may find themselves in the situation of having to &#8220;<strong>handover<\/strong>&#8221; a project to a new project manager.<\/p>\n<p>A retirement, a <strong>new job challenge<\/strong> for the outgoing project manager and other situations can be the reason that leads to the handover.<\/p>\n<div class=\"table-of-content\">\n<h5>CONTENT INDEX<\/h5>\n<ul>\n<li><a href=\"#setting\">Setting handover objectives<\/a><\/li>\n<li><a href=\"#keeping\">Keeping the customer up to date<\/a><\/li>\n<li><a href=\"#having\">Having short daily meetings<\/a><\/li>\n<li><a href=\"#showing\">Showing project benefits and utility<\/a><\/li>\n<li><a href=\"#meeting\">Meeting the stakeholders<\/a><\/li>\n<li><a href=\"#being\">Being available to ask support<\/a><\/li>\n<\/ul>\n<\/div>\n<p>The most important thing is that those who take over is in the best conditions to continue the work.<\/p>\n<p>Obviously, project handover requires much more than the transfer of office keys and software access information.<\/p>\n<p>Hence, there are <strong>six steps<\/strong> below that can help to<strong> successfully complete a project handover<\/strong>:<br \/>\n<a name=\"setting\"><\/a><\/p>\n<h2><strong>1. Setting handover objectives<\/strong><\/h2>\n<p>Outgoing and incoming project managers should hold a meeting and set goals that must be met during the transition.<\/p>\n<p>This allows both parties to review and evaluate the status of the project in relation to the <strong>project&#8217;s basic planning<\/strong>, timing and budget.<\/p>\n<p><strong>Project team members<\/strong> should also, for obvious reasons, be involved in this meeting.<br \/>\n<a name=\"keeping\"><\/a><\/p>\n<h2><strong>2. Keeping the customer up to date<\/strong><\/h2>\n<p>Project team members, the workers and the customer must understand how the existing project manager intends to make the handover to the successor.<\/p>\n<p>In some cases, the project manager could explain why knowledge transfer is underway and what could change in the future.<\/p>\n<p>Clarity is always a winning element.<br \/>\n<a name=\"having\"><\/a><\/p>\n<h2><strong>3. Having short daily meetings<\/strong><\/h2>\n<p>During the transition between the existing project manager and the new one, all team members should meet each other to<strong> evaluate and review the status of responsibilities and activities<\/strong>.<\/p>\n<p>It is an extremely important phase because it allows the incoming PM to evaluate the state of things and the capabilities of the individual elements of the Team.<br \/>\n<a name=\"showing\"><\/a><\/p>\n<h2><strong>4. Showing project benefits and utility for the upcoming project manager<\/strong><\/h2>\n<p>Some projects revolve around the <strong>development or use of resources or products<\/strong>.<\/p>\n<p>When specific products are involved, the project manager in charge should help the new project manager to understand how this product or service works.<\/p>\n<p>The outgoing project manager should also show and motivate the new PM the benefits of the project and its strategic importance for the company.<br \/>\n<a name=\"meeting\"><\/a><\/p>\n<h2><strong>5. Meeting the stakeholders<\/strong><\/h2>\n<p>The existing project manager and the new one should<strong> meet project stakeholders together<\/strong>.<\/p>\n<p>This will allow interested parties to ask questions, expose any doubts and discuss. This is what usually happens in a <strong>Kick off Meeting.<\/strong><br \/>\n<a name=\"being\"><\/a><\/p>\n<h2><strong>6. Being available to ask support<\/strong><\/h2>\n<p>Sometimes, incoming project manager may not be sure of some <strong>project\u2019s aspects.<\/strong><\/p>\n<p>For example, the new project manager could not <strong>understand the organization management processes.<\/strong><\/p>\n<p>When this happens, the incoming project manager must be available to (follow the good practice to) <strong>ask support from the existing project manager<\/strong>, the project team, and top management.<\/p>\n<p>This will allow both project managers to work together to <strong>achieve common handover targets<\/strong>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-10177 aligncenter\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-handover-630x414.jpg\" alt=\"project handover\" width=\"775\" height=\"509\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-handover-630x414.jpg 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-handover-1130x742.jpg 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-handover-1500x985.jpg 1500w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-handover-705x463.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-handover-450x296.jpg 450w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/p>\n<p>Checklists are always very useful for summarizing actions and timeline of events that otherwise would be complicated to explain.<\/p>\n<p>Here are two <strong>checklists<\/strong> that can further <strong>support project handover<\/strong> between project managers.<\/p>\n<p>Outgoing project manager should:<\/p>\n<ul>\n<li>Obtain and deliver the project status &#8211; if one exists &#8211; or collect the project start-up documentation (for this reason it is important to always keep it in order);<\/li>\n<li>Collect the documents involved in the initial offer, make sure to clearly indicate what the signed copy is (important to understand the expectations);<\/li>\n<li>Collect all change requests (amount, description and times for each instance);<\/li>\n<li>Write down the roles client-side (who is the sponsor, who will check the quality of the final results, etc.);<\/li>\n<li>List all important contacts for the project, writing the frequency of communication with each contact and which topics to discuss;<\/li>\n<li>Present the new project manager to the client;<\/li>\n<li>Present the new project manager to the team;<\/li>\n<li>Suggest the next steps to the new project manager.<\/li>\n<\/ul>\n<p>Here, instead, there is a checklist of practical things to be managed during the <strong>handover<\/strong>:<\/p>\n<ul>\n<li>List the people who are working on the project, or who have worked on it, along with their <strong>skills, competences and roles<\/strong>;<\/li>\n<li>Give information on the<strong> work environment<\/strong> (password, keys, key card, &#8230;)<\/li>\n<li>Give information on <strong>technical or practical dependencies<\/strong>, for example: if the X system should fail, this could cause project A to fail; the Z project depends on the Y service, etc.<\/li>\n<li>Explain <strong>how long handover will take<\/strong>;<\/li>\n<li><strong>Notifying customers and stakeholders<\/strong> with much frequency of contact, that they may be less reactive during the transfer;<\/li>\n<li>Explain to company leaders what you are concretely &#8220;transfer&#8221; to the new project manager;<\/li>\n<li><strong>Keep track of project delivery time<\/strong>.<\/li>\n<\/ul>\n<p>In all these steps it is easy to understand how document management plays an essential role.<\/p>\n<p>To support this transition phase, we have provided in<a href=\"https:\/\/twproject.com\/\"> TWproject<\/a> a simple and flexible document management system.<\/p>\n<p>In opposition to the complex management of documents that could be found in other software, document management is deliberately essential in TWproject.<\/p>\n<p>With some powerful and simple techniques you can meet most business needs, for example reliability and usability.<\/p>\n<p>Testing Twproject you will discover an intelligent system to manage and archive project documents and always have them at your fingertips.<\/p>\n<p>One last observation must be made: each project manager has his own style.<\/p>\n<p>For this reason, the incoming project manager does not necessarily have to follow everything that his predecessor has done, even imitating his <strong>working style<\/strong>.<\/p>\n<p>Some people, especially younger managers, will probably feel obliged to do so, but our advice is t<strong>o follow their own style<\/strong> and personality, without forcing themselves.<\/p>\n<p style=\"text-align: center;\">\u201c He who loses his individuality loses all.\u201d<\/p>\n<p style=\"text-align: center;\">MAHATMA GANDHI<\/p>\n<p>Have you ever found yourself in the middle of a <strong>project handover process<\/strong>?<\/p>\n<p>Have you ever had to make a handover?<\/p>\n<p>Were you the outgoing or incoming PM?<\/p>\n<p>Leave us your experience.<\/p>\n<div class=\"tw_promobox box_type2 sBlue sFilter sImage\" style=\"background-image: url('https:\/\/static.twproject.com\/blog\/wp-content\/uploads\/get-it-now-r.jpg'); background-size: 140%; background-position: -90px -290px;\">\n<div class=\"av_promobox avia-button-yes avia-builder-el-1 el_after_av_promobox avia-builder-el-last\">\n<div class=\"avia-promocontent\">\n<h2>Start planning your project.<\/h2>\n<\/div>\n<div class=\"avia-button-wrap avia-button-right \"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\"><span class=\"avia_iconbox_title\">Try Twproject!<\/span><\/a><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Project handover can be very simple or extremely complicated. It all depends on the organization of the Project Manager. Projects can be short and can last up a few days or can be complex projects with a lifecycle that can even reach several years. It is precisely for the duration of some projects that some &hellip; <a href=\"https:\/\/twproject.com\/blog\/project-handover\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Project handover: how to manage it&#8221;<\/span><\/a><\/p>\n","protected":false},"author":3,"featured_media":10175,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[58,88],"tags":[],"class_list":["post-10173","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management","category-resource-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Project handover: how to manage it<\/title>\n<meta name=\"description\" content=\"Project handover can be simple or complicated for a Project Manager. 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