Managing a project is like juggling a load of plates. Get it right, and you’re a project management wunderkind. Make a mistake, and you’ll see your hard work come crashing down around you.
Handover management plays an outsized role in the balancing act of managing a project. Without a structured handover checklist, key details can slip through the cracks, leading to inefficiencies, miscommunication and delays.
In this guide, we’ll cover the key steps of a successful handover, common challenges and best practices to make the transition seamless.
What is handover management?
Handover management happens anytime a project, role or task changes hands, whether that’s bringing in a new hire, transitioning a client account or shifting project phases. Without a clear process, knowledge gaps and delays can disrupt workflows and impact results.
A handover procedure for a smooth project transition typically includes:
Transferring documentation (reports, project schedules, administrative tasks, etc.)
Clarifying roles and responsibilities for the new project team
Ensuring a smooth transfer of project information with log-ins and credentials
Conducting training sessions and holding knowledge-sharing meetings to update the new team on progress made and project-specific terminology and minimize the learning curve
Outlining any remaining tasks or outstanding issues
Often, there’s a lot of work to do in the handover process and tight timeframes in which to do it, which is where a project handover checklist comes in.
What is a project handover checklist?
A project handover checklist is a structured document that outlines all the tasks, deliverables and key information that must be transferred during a handover process.
Handovers can be messy if a proper checklist is not there to guide the process. Documents get lost, responsibilities aren’t clear and teams waste time fixing mistakes instead of moving forward.
A well-structured checklist keeps everything organized so nothing falls off the radar.
When do you need a project handover procedure?
A project handover procedure is essential when responsibilities shift between teams or individuals. It ensures continuity, clarity and minimal disruption during the transition.
A structured handover process is great for the following:
1. Employee transitions
When an employee leaves or moves to a new role, a smooth handover ensures that projects, clients and tasks don’t get lost.
Note: Businesses with a formal handover during the employee transition process are 14% more likely to improve employee retention.
2. Project handovers
In lengthy projects, different stages require the work of different teams.
These transitions require careful coordination to get a new team up to speed. A handover meeting helps clarify the project’s purpose and keeps stakeholders involved closely.
3. Operational phase changes
For long-term projects, transitioning from the construction (or design) phase to full operation or deployment requires careful planning. Often, this stage of a project means handing over to a new team and tying up loose ends.
A well-structured transition plan helps minimize disruptions, align stakeholders and maintain project momentum for an easy handover.
4. Mergers and acquisitions
Merging companies often face handover challenges when integrating teams, data and processes.
Having a handover management process in place gives key stakeholders access to important documents and opportunities to ask questions. Use the right project management tools to make this transition as smooth as possible.
Benefits of using a handover management checklist
A handover management checklist keeps things organized, avoids confusion and guarantees that new teams have everything they need to pick up where the last team left off.
For business owners, having a documented process helps them create a culture of effective communication. Here’s how:
Benefit | What it means for you |
Prevents knowledge gaps | Captures key details so nothing is lost during the transition. |
Keeps tasks on track | Outlines what needs to be done and when, avoiding delays. |
Clarifies roles and responsibilities | Makes sure everyone knows their tasks during the transition to reduce miscommunication. |
Reduces downtime | Keeps work moving so the new team can pick up where things left off. |
Simplifies onboarding | Gives clear guidance, helping new team members get up to speed quickly. |
Improved over time | A great checklist can be improved over time, making future projects easier. |
Handover management example: continuity in sales
A smooth sales handover keeps deals moving forward, even when responsibilities shift between team members. So, what does a project handover checklist look like in practice?
Say you’re managing a sales department and an account manager on your team is moving to a new role. Without proper handover mechanisms in place for the sales process, clients could be left in the dark, deals might stall and the new rep would have to piece things together on their own.
A structured handover document changes that. It lays out key client details, ongoing deals, past conversations and any upcoming deadlines. A quick meeting between reps offers a chance to ask questions, and follow-up check-ins help catch anything that slips through.
With this approach, clients stay informed, deals keep moving and the team doesn’t lose momentum.
Our project handover checklist
A structured handover helps teams stay on track and avoid last-minute confusion. If you’re preparing for a handover, use this checklist to make sure all the right information is passed along.
1. Define the handover scope
List everything that needs to be handed over and sort them into handover categories, including key deliverables, ongoing tasks and knowledge transfer requirements.
Make sure all the relevant parties, such as project managers, team leads and other stakeholders know their roles in the transition.
2. Gather key documents and information
Pull together everything the new team will need, such as:
Project timelines and schedules
Contracts, contractual obligations and legal agreements
A list of key contacts for support
Any ongoing issues or outstanding work requests
Login details for project management tools
Any housekeeping info, such as the location of keys, stationery or tools
Technical documentation
Compliance records and admin files
Using project management tools to monitor project deliverables and deadlines can speed up this process and keep key documents in one place.
Note: At the handover stage, one key thing to look for is data preservation. In some construction projects, data loss during handovers costs a staggering $10.6 billion annually, and other industries – like IT, sales, healthcare, finance and manufacturing – are not immune.
3. Hold a handover meeting
Bring both teams together to walk through the transition. Talk through past challenges, outstanding issues and upcoming priorities.
These conversations also give the incoming team a chance to ask questions and fill any gaps in knowledge.
4. Transfer knowledge
Set up training sessions, offer shadowing opportunities and make sure the new team has access to all necessary tools and systems.
A gradual transition helps avoid missteps, so adjust handover frequency based on team capacity.
5. Check progress and follow up
Once the handover is complete, conduct a post-handover review to confirm that nothing has been missed. Track progress in project management software and schedule check-ins to ensure that everything stays on course.
This checklist keeps the process clear, reducing delays and helping teams take over with confidence.
How to use Pipedrive for handover management
Pipedrive’s features make it easier to track tasks, store key information and keep communication clear – keeping handovers well-documented and easy to follow.
Here’s how to use Pipedrive for effective handover management.
Organize handover details with customizable pipelines
Pipedrive’s customizable project pipelines help structure the handover process by breaking it down into clear stages.
Each stage can represent a different step in the transition, such as “Handover Prep”, “Knowledge Transfer” and “Final Sign-Off”. Teams can track what’s been completed, what’s still pending and where any bottlenecks might be slowing things down.
Store key handover documents in one place
Handover delays often happen when important documents – like project schedules, contracts or compliance records – are scattered across emails and shared drives.
Pipedrive’s custom fields allow teams to store and organize critical handover information directly within the system. Custom fields can include access credentials, outstanding tasks or stakeholder contact details, making it easy for new team members to find what they need without having to search through multiple sources.
Automate task assignments and follow-ups
Handover management involves multiple moving parts, and tasks can easily get overlooked if there’s no structured follow-up.
Pipedrive’s task automation helps streamline this process by assigning responsibilities, setting deadlines and triggering reminders for key handover steps.
Improve communication and track progress
A smooth handover requires clear communication between outgoing and incoming teams.
Pipedrive allows teams to log notes, share updates and track discussions within each deal or project, keeping everyone on the same page. Notifications and mentions guarantee no detail is neglected, and the system keeps a record of past decisions for easy reference.
Analyze handovers and refine the process
Every handover presents an opportunity to improve. Pipedrive’s reporting and insights features allow teams to analyze past transitions and adjust their process to make future projects more efficient.
Custom dashboards can track how long each handover stage takes, which tasks commonly cause delays and where improvements can be made.
Final thoughts
A well-structured handover process keeps work moving and prevents the confusion that slows teams down.
Without clear steps in place, key information can get lost, deadlines slip and transitions become more difficult than they need to be. Having a solid handover plan reduces all these disruptions.
Using a project management tool like Pipedrive helps keep all handover details in one place, automate follow-ups and give teams an easy way to track progress.
Start using Pipedrive today to prep for your next handover.
