HANDOVER
1. Pre-Handover Preparation
- Conduct a thorough walkthrough of the site.
- Ensure all work meets project specifications.
- Identify and rectify any outstanding issues.
- Document completion with photos and reports.
- Obtain sign-off from relevant parties.
- Review inspection schedules and requirements.
- Confirm all inspections have been conducted.
- Collect all approval certificates.
- Ensure compliance with local building codes.
- Organize documentation for easy access.
- Compile project plans, permits, and reports.
- Verify all documents are signed and dated.
- Organize files both digitally and physically.
- Create a checklist of required documents.
- Distribute copies to relevant stakeholders.
- List all outstanding tasks from the punch list.
- Schedule meetings with subcontractors to discuss items.
- Set deadlines for completion of punch list tasks.
- Confirm completion with inspections post-fix.
- Document any agreed changes or updates.
- Identify all key stakeholders for the meeting.
- Choose a date and time convenient for all.
- Prepare an agenda outlining meeting topics.
- Send out calendar invites with details.
- Confirm attendance and prepare materials for discussion.
- Review local regulations and standards.
- Conduct safety inspections and audits.
- Document compliance certificates.
- Ensure all safety equipment is in place.
- Confirm training has been provided for all personnel.
- Gather all project documentation.
- Review the initial project schedule.
- Identify any delays or changes.
- Confirm completion of all milestones.
- Prepare a final project report.
- Collect warranty documents from suppliers.
- Verify expiration dates and coverage.
- Organize documents for easy access.
- Prepare a summary of warranties for the client.
- Confirm client understands the terms.
- Compile all operational manuals.
- Include maintenance guidelines and schedules.
- Organize documents in a binder or digital format.
- Ensure clarity and completeness of information.
- Provide contact information for support.
- Schedule a convenient time for the client.
- Prepare an agenda for the walkthrough.
- Highlight key features and functions.
- Document client feedback and concerns.
- Address any immediate issues during the walkthrough.
- Check functionality of all utilities.
- Ensure all service accounts are activated.
- Provide the client with account information.
- Document any issues encountered.
- Confirm readiness for client use.
- Compile all change order documentation.
- Review changes with the client for approval.
- Confirm that all claims are settled.
- Document the final agreement.
- Ensure client is satisfied with resolutions.
- Collect all relevant permits from authorities.
- Ensure all documents are up-to-date.
- Organize permits by type or project phase.
- Prepare a summary list of documents.
- Verify that the client receives copies.
- Identify all stakeholders involved in the handover.
- Determine preferred communication methods.
- Set timelines for updates and notifications.
- Document the communication plan.
- Ensure stakeholders are aware of their roles.
- Collect all keys and access devices.
- Verify the number of items against a list.
- Prepare a handover list for client verification.
- Test access devices to ensure functionality.
- Document any lost or missing items.
2. Documentation Review
- Collect final versions of all drawings.
- Verify accuracy against original plans.
- Include any modifications made during construction.
- Organize documents in a clear format.
- Submit for approval by relevant stakeholders.
- Collect all manuals provided by manufacturers.
- Ensure they're up-to-date and complete.
- Organize manuals by system or equipment type.
- Include contact information for support.
- Distribute copies to relevant personnel.
- Compile all warranty documents received.
- Verify coverage periods and terms.
- Check for registration requirements.
- Ensure all warranties are transferable if needed.
- Organize documents for easy access.
- Collect all necessary compliance certificates.
- Verify that they meet local regulations.
- Ensure they are signed and dated.
- Organize by type of compliance.
- Submit to the relevant authority if required.
- Summarize project scope, schedule, and budget.
- Include lessons learned and challenges faced.
- Attach all relevant documentation.
- Review with team for accuracy.
- Distribute to stakeholders and file appropriately.
3. Site Inspection
- Inspect all areas systematically.
- Check for compliance with design specifications.
- Look for visible defects or damages.
- Assess the quality of workmanship.
- Engage with site personnel for insights.
- Create a checklist of deficiencies.
- Photograph issues for records.
- Categorize issues by severity.
- Assign responsibility for each issue.
- Set deadlines for resolution.
- Inspect safety barriers and signage.
- Check personal protective equipment availability.
- Review safety protocols with personnel.
- Confirm emergency exits are accessible.
- Ensure first aid kits are stocked.
- Check for scaffolding and formwork.
- Verify that tools and materials are cleared.
- Coordinate with contractors for removal.
- Inspect for any remaining site debris.
- Document compliance with removal requirements.
- Test electrical systems and outlets.
- Ensure water supply is operational.
- Verify HVAC systems are functional.
- Check for gas leaks or issues.
- Document utility performance and any concerns.
4. Finalizing Financials
- Verify that all invoices received are accurate and match services rendered.
- Ensure all payments are processed and documented in financial records.
- Communicate with vendors to confirm receipt of payments.
- Address any outstanding invoices promptly to avoid delays.
- Compare actual expenditures with the budgeted amounts.
- Identify and document any variances or discrepancies in costs.
- Discuss discrepancies with project team for resolution.
- Update the final budget report to reflect reconciled figures.
- Request lien waivers from all subcontractors and suppliers involved.
- Verify that waivers cover all payments made to date.
- Collect and file waivers securely for future reference.
- Confirm that all waivers are signed and legally binding.
- Compile all financial data including revenue, expenses, and final budgets.
- Summarize key financial metrics and overall project performance.
- Create a clear and concise report format for stakeholders.
- Distribute the report to all relevant parties in a timely manner.
5. Handover Meeting
- Prepare a summary of project achievements.
- Highlight key performance indicators and metrics.
- Address timelines, budgets, and scope changes.
- Use visual aids for clarity.
- Distribute printed copies of the report.
- List unresolved issues systematically.
- Propose viable solutions for each issue.
- Encourage stakeholder feedback and input.
- Document any new agreements or strategies.
- Set follow-up actions and responsible parties.
- Outline key operational tasks.
- Explain maintenance schedules and requirements.
- Demonstrate critical systems and equipment.
- Distribute operation manuals and guides.
- Answer any questions regarding procedures.
- Compile all relevant project documents.
- Organize documents by category (e.g., contracts, reports).
- Ensure all digital files are accessible.
- Provide a checklist of transferred items.
- Obtain client confirmation of receipt.
- Prepare a sign-off document for review.
- Review project deliverables against contract terms.
- Ensure client understands each aspect of the project.
- Request client feedback on overall satisfaction.
- Collect signatures to formalize acceptance.
6. Post-Handover Follow-Up
- Choose a date and time convenient for all parties involved.
- Send calendar invites to all attendees.
- Prepare an agenda outlining key discussion points.
- Identify any specific concerns to address during the meeting.
- Select a knowledgeable team member to serve as the contact.
- Provide the client with the contact's name, phone number, and email.
- Ensure the point of contact is available for inquiries.
- Communicate response time expectations for queries.
- Design a simple feedback form or survey.
- Schedule a time to discuss feedback with the client.
- Encourage honest and constructive responses.
- Analyze feedback for areas of improvement.
- Conduct a debriefing session with the project team.
- Identify key successes and challenges faced during the project.
- Record insights and suggestions for future reference.
- Share findings with the team and stakeholders.
- Organize documents into a clearly labeled digital folder.
- Ensure all correspondence, contracts, and reports are included.
- Create a backup of the archived files in a secure location.
- Establish a retention policy for how long to keep the documents.
Use in Manifestly