The foundation of a successful project handover is meticulous documentation and record-keeping. Organised records like up-to-date drawings, specifications, permits and contracts should be readily accessible. An experienced project manager should have pre-designed checklists and trackers to guide the process and capture the required set of project quality records, including: 

• Tender and procurement-related documentation

• Contracts

• Permits and certifications

• Operations and maintenance manuals

• Training documentation and records

• Reports

• Financial information

Up to this point, it’s likely that numerous stakeholders, consultants, contractors, vendors and suppliers have played a part within the project, with the project management team channelling all communications. This should continue throughout the handover to ensure any final messages or information is passed on and discussed. Any unresolved issues can also be addressed promptly and closed out.

Clear communication leading up to and during the handover can reduce potential delays during the defects management process and incomplete tasks, fostering a smoother and more interactive transition.

A good handover should set you up to run the new space independently. For this to happen, there needs to be a thorough transfer of essential knowledge from the project team. This should be in the form of training sessions for key staff on the facilities maintenance requirements, operating systems, and specialised equipment, such as audio-visual equipment. Access to comprehensive maintenance manuals and schedules from the contractors, vendors and suppliers, will ensure you can manage and maintain the facility effectively in the future.

The handover marks the beginning of your space's operational phase, and you will undoubtedly require the ongoing support of your project team. Your project team should provide you a post-handover support system, especially during the defects liability period, which will be agreed upon during the procurement and contractual stage. This period is typically 12 months from the practical completion date. This ongoing assistance ensures any unforeseen issues are promptly addressed, reinforcing a positive relationship between parties even after the project is complete.

Air quality and sustainability have emerged over recent years as important wellness factors for any new space. Part of this process includes off-gassing new manufactured products and materials and ensuring heating and air conditioning systems are maintaining good air quality and comfort levels. With increasing proportions of occupiers targeting sustainability certifications to meet promised carbon reduction levels, these checks and measurements are critical. Ensuring compliance with these standards during the design, selection and handover phase demonstrates a commitment to a healthier and sustainable built environment.

As with all projects, clearly defining roles and responsibilities in the project handover process is crucial. Miscommunication or ambiguity about who is responsible for defects, documentation, or queries can lead to delays and dissatisfaction. Your project management team should identify and agree on who is responsible for each activity. This will aid in streamlining the handover process and set clear expectations for all parties involve.

Want to learn more about what an experienced project manager can bring to your fit-out? Contact JLL’s project delivery team today.