Handing over a project from one team or individual to another is a critical phase in the project's lifecycle.
A handover checklist can be a valuable tool in ensuring a smooth and successful transition of responsibilities, projects, or roles. It serves as a reminder and guide for both the person handing over and the person receiving, making sure all crucial information is covered.
Customize this checklist to create a framework for your project handover process.
[DELETE AFTER READING: Here's a template that you can outline and share with Scribe.]
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How to duplicate and use a Page TemplateBefore initiating the handover process, pull together all the necessary information that will help the recipient become familiar with their new responsibilities.
Gather and organize all project-related documents, such as:
Project plans.
Project scope document.
Project schedule.
Requirements.
Resource allocation.
Budget.
Forecasts.
Meeting dates.
Test cases.
Any other relevant documentation.
Collect contact information for key stakeholders, team members, and any external parties involved in the project.
Review the project's current status.
Assess the progress made, identify any pending tasks or issues, and ensure that all project deliverables are complete.
Plan and schedule knowledge transfer sessions between the outgoing and incoming teams or individuals.
Set expectations for communication frequency and format between the handing-over and receiving teams.
Include necessary credentials for systems and tools used.
Offer specific suggestions for the receiving party to ensure a smooth transition.
Use the checklist to outline all the information the recipient needs to hit the ground running.
Purpose of the handover: Briefly state the project, task, or role being handed over.
Date and time of handover: This establishes a clear starting point for the transition.
Names of individuals involved: Identify both the person handing over and the person receiving.
The current stage, including achievements, outstanding tasks, deadlines, risks, and issues.
Project objectives: clearly define and communicate the project's purpose, goals, and expected outcomes.
Project scope: Provide a detailed overview of the project scope, including any limitations or exclusions. Highlight any changes or deviations from the initial scope that occurred during the project's execution.
Project timeline: Share the project timeline with the incoming team, including key milestones, deadlines, and dependencies. Provide any relevant information about project scheduling and critical paths.
Outline the main responsibilities and associated tasks within the role.
Identify all project resources, both internal and external, that were utilized during the project.
Include information about any dependencies or constraints that may impact the project's continuity.
List any outstanding tasks or pending deliverables that need to be completed.
List any known risks, issues, or challenges that the incoming team should be aware of.
Include relevant mitigation strategies or contingency plans to address these risks effectively.
Prove information about key project stakeholders, including their roles, responsibilities, and communication preferences.
Provide the incoming team with access to all project-related documentation, such as design documents, technical specifications, user manuals, and any other relevant materials.
Ensure that they have the necessary permissions and tools to access and update these documents.
This project handover template is a starting point. Tailor the checklist to best suit the nature of the handover and adapt it for different handover types. You can add or remove sections as needed to ensure your specific handover process runs smoothly and effectively.