Best Practices for a Smooth Project Handover: A Guide for Project Managers and Team Leads
By: Alvin Villanueva, PMP; Editor: Geram Lompon; Reviewed by: Dr. Michael Shick, MSPM, PMP, CSM
You’ve just completed a significant milestone on your project. Everything seems to be in place, and you’re ready to hand it over to the next team. But then, you hit a moment of doubt.
You’ve seen it before—your hard work and careful planning risk getting lost in translation. A disorganized or unclear handover can lead to delays, confusion, and frustration for everyone involved. It’s a familiar feeling for project managers, team leads, and stakeholders.
The handover phase, whether internal (e.g., between departments), external (e.g., to a Client), or cross-organizational (e.g., to Vendors), is critical to the continued success of any project. It serves as the bridge between what you’ve accomplished and what the next team needs to finish. A smooth handover isn’t just about transferring documents; it’s about ensuring all involved parties are aligned and empowered to carry the project forward.
But how can you guarantee a seamless transition and knowledge transfer that minimizes risks and maximizes the chances of success?
Let’s explore the best practices for a successful project handover that works and prepares the project for the next phase.
Key Steps to Successfully Handover a Project
1. Start Early: Don’t Wait Until the Last Minute
The handover process doesn’t begin when you’re ready to hand over the project or the project deliverables have been completed. It starts well before that—during the planning phase. It’s easy to overlook the importance of transition in the rush to complete tasks, but leaving the handover to the final stages of a project can lead to gaps in information, poor communication, and missed opportunities.
To prevent this, start planning your handover early. As the project progresses, begin documenting key processes, decisions, and potential risks. This proactive approach will ensure that when the time for the pre-handover comes, your documentation is already up-to-date and comprehensive. It also allows the next team to get familiar with the project well before officially taking over (Lock, 2017; Tiihonen, 2024).
Consider setting up a handover checklist that you update regularly. This checklist can include items like the project’s current status, any unresolved issues, critical contacts, and other necessary details. The more you document, the less work you’ll need to do at the handover stage.
2. Clear and Comprehensive Documentation
One of the most crucial components of a successful handover is ensuring that your handover documentation is thorough, clear, and easy to follow. Handover documents should include the following:
- Project Overview: Provide a project summary, including its objectives, key deliverables, and milestones.
- Key Contacts and Stakeholders: List all key stakeholders, their roles, and contact information.
- Project Timeline : A high-level timeline that highlights completed milestones and remaining tasks.
- Outstanding Issues: Highlight any unresolved issues, risks, or dependencies the new team should know about.
- Lessons Learned : Sharing any challenges you encountered and how you overcame them can save time and effort for the next team.
Remember, the purpose of documentation is to ensure continuity. The goal isn’t just to pass along paperwork; it’s to ensure that whoever takes over can do so with minimal friction.
3. Communication Is Key: Set Up Handover Meetings
While the project documentation is crucial, it’s equally important to ensure that communication channels remain open throughout the handover. Set up at least one formal meeting where you can discuss the project’s status with the incoming team. This allows them to ask questions, clarify any uncertainties, and gain a deeper understanding of the project’s nuances.
During this meeting, be sure to cover:
- What has been accomplished so far
- What still needs to be done
- What issues may arise in the future
- The current priorities and timelines
Encourage a two-way conversation. It’s not just about you explaining what’s been done but also about understanding what the next team needs to know from their perspective. This meeting can also serve as an opportunity to introduce key team members and stakeholders with whom they may need to interact.
4. Transition Ownership Gradually
Instead of transferring everything all at once, consider a gradual handover plan. This method ensures a smoother transition and reduces the risk of things slipping through the cracks. Gradual transitions benefit projects involving complex systems or intricate workflows (Klungseth, 2021).
For example, if a construction project involves multiple stages or teams, consider handing over one phase at a time. Let the next team take ownership of one section, monitor progress, and gradually shift more responsibilities as they gain confidence in the project’s workflow.
This method also allows the original team to provide support and guidance during the initial stages of the handover, ensuring that any problems can be addressed early on.
5. Transfer Knowledge Through Shadowing
One of the most effective ways to ensure a smooth handover is to allow the incoming team to “shadow” the outgoing team. Shadowing provides the new team with firsthand experience of the project’s operations, allowing them to learn the processes, tools, and systems used.
By observing the current team in action, the new team can better understand the day-to-day tasks, workflows, and challenges they will encounter. This also allows them to ask questions in real-time and gain insights that might not be captured in documentation alone.
For shadowing to be effective, ensure that the new team has enough time to observe the outgoing squad. It’s not just about watching but also about engaging, asking questions, and becoming familiar with the intricacies of the project’s success.
6. Provide Access to Tools and Resources
Whether it’s project management software, shared drives, or communication platforms, the next team will need access to the tools and resources you’ve been using. Ensure all permissions are set up correctly and all necessary accounts and logins are handed over securely.
It’s also helpful to create a “toolkit” for the new team, including a list of recommended tools, resources, and contacts to aid their work. This can include everything from the project management platform you used to relevant guidelines and standard operating procedures.
7. Ensure Alignment with Stakeholders
A smooth project transition and handover aren’t just about the internal team but also about aligning with the parties involved. Ensure all stakeholders know the transition and that expectations are communicated. This might include updating clients, partners, or other departments within your organization about the handover process and a project handover sign-off.
If the project has external dependencies or ongoing commitments, ensure the new project team understands the importance of maintaining those relationships and fulfilling any outstanding agreements.
8. Post-Handover Support and Feedback
Once the handover is complete, your job isn’t necessarily finished. Providing post-handover support can ensure that any issues that arise are quickly addressed. This could include offering a point of contact for a limited period to answer questions or provide guidance as the new team takes over.
Additionally, soliciting feedback from the incoming team about the handover process can help you improve future project transitions. What went well? What could have been clearer? This feedback is invaluable in fine-tuning your handover process for future projects.
Ensuring Success in Every Transition
A successful handover is about more than just passing the baton—it’s about ensuring that the next team has everything they need to succeed. By starting the handover meeting early, maintaining clear communication, and providing thorough documentation and support, you can make the transition smoother, more efficient, and more successful.
By implementing these best practices for construction handover, you ensure that your project doesn’t just end when you finish your part—it continues to thrive under the stewardship of the next team. A well-executed handover will build trust, improve outcomes, and enhance your reputation as a project leader who values clarity, collaboration, and long-term success.
References
Ammattikorkeakoulu, H. (2012). Best practices for project handover in middle-size organizations. Theseus. https://www.theseus.fi/handle/10024/47111
Effective for project handover checklist and management. (n.d.). Google Books. https://books.google.com.ph/books?hl=en&lr=&id=5q5hDwAAQBAJ&oi=fnd&pg=PR19&dq=Project+Handover+Checklist+project+management&ots=7uPc8w-NjS&sig=XVi5p5XyJMqsAUeLj1QJ-1Msufg&redir_esc=y#v=onepage&q=Project%20Handover%20Checklist%20project%20management&f=false
Klungseth, N. J. (2021). Strategies to improve the handover of building adaptation projects. https://ntnuopen.ntnu.no/ntnu-xmlui/handle/11250/2787203
Lock, D. (2017). The essentials of project management. In Routledge eBooks. https://doi.org/10.4324/9781315239941
Tiihonen, E. (2024). Streamlining project handover processes – A case study. Introducing agile
Too, J., Ejohwomu, O. A., Bukoye, T. O., Hui, F. K. P., & Oshodi, O. S. (2023). Standardising the route to project handover to improve the delivery of major building projects. International Journal of Business Performance Management , 24(2), 175 . https://doi.org/10.1504/ijbpm.2023.129847
Whyte, J., Lindkvist, C., & Ibrahim, N. H. (2012). From projects into operations: lessons for data handover. Proceedings of the Institution of Civil Engineers – Management Procurement and Law, 166(2), 86–93. https://doi.org/10.1680/mpal.11.00028
