Among many projects taking place in the office environment, some need to be transferred or changed to optimize the workflow. There are multiple reasons why this happens. Maybe there were some layoffs, and now it’s crucial to pass on the project to the next team. Perhaps someone got a promotion and now has different tasks and responsibilities in mind.

In that case, a responsible project manager should create a comprehensive handover report that will give the new project manager some understanding of what they were trying to accomplish and how they were trying to accomplish that. A project handover report template is an excellent way of going about it. It has the project overview necessary to continue and complete the task.

In this article, we will go over all the details and key documents that every handover document needs to consider. We have also prepared some templates for you to get everything done efficiently. Let’s dive into the topic, then!

But first, let’s talk briefly about what kind of software is best for this project. In our opinion, you just can’t go wrong with a solid Microsoft Office package. It has all the features necessary to create a perfect project handover template.

You will notice that it has not only Microsoft Word or Office but also PowerPoint, which can be used to prepare a presentation about the project details to help new team members understand the whole project.

Microsoft Office provides top-shelf solutions to most office-related problems and challenges you will encounter during your work. Your project team is also probably familiar with the vast majority of those tools, as it is, after all, one of the most popular software ever created.

Additionally, you can now find Microsoft Office for an affordable price. The times when it was a big budgeting decision to buy Office for an entire team are long gone. Nowadays, it’s like any other expense after all.

So, if you are still thinking about getting around some project handover, you will certainly appreciate Microsoft Office! And now, onto the templates!

Handover Document Template #1

If you are looking for a template that will show the project scope most simply, here’s one for you. Everything in this just screams – it’s clear! You have pretty wide tables where you can put information about what, who, when, where, and why with no problems whatsoever.

Additionally, you can put the essential documents as attachments without disrupting the concept of the template in any way, shape, or form.

It’s perfect for most uses and will give you a clear understanding of your project handover document. You can download this template for free at SmartSheet.com.

Handover Document Template #2

And here, we have a template best suited for the organized part of our society. Handover documentation will never be more precise than with this one. As you can see, everything is organized in an extremely precise way. Handover reports like this usually focus on professionally presenting all the necessary information without incidents. They are best for more complicated projects that need some explaining. You can download this template for free at Template.net.

Handover Document Template #3

Here, we have something completely different. This template is perfect for this job if you show the key stakeholders what tasks are getting done and what are not yet completed. It has all the key information on the project but without too many details.

Most of the elements of the project can be understood by simply looking at the checklist and seeing if it’s a work in progress, if you need to check on someone, or if it’s still not yet ready to make a fuss about. One of the most concise templates we’ve seen. You can download this template for free at SmartSheet.com.

Now that we know how to go about the whole process, let us discuss what exactly is a handover document. In short, as we’ve explained before, it is a document that is one of the key components of handing over a project from one project manager to another. Handover notes are the key to a well-done transition.

Now, there are a lot of elements that a handover document just needs to have and are essential to any good handover. You should consider all the daily tasks, stakeholders, and dates while creating such a document. We will go into more detail about it further in the article.

Essentially, it’s a list of everything you should take care of when taking over the project or handing it over to the next person, with details regarding all the essential elements.

Now that we know what we are speaking of, let’s briefly go over the most common handover plans you can find on the wide interwebs.

Project Handover Plan

The project handover plan is one of the most basic elements on our list. It’s for most project-related purposes when a group of people is set to take over the project from another. There are some basic things to remember when crafting such a plan, like a brief overview of all the essential elements, goals, risks, roles, and responsibilities of all the parties involved. This will probably be something that most companies are dealing with when talking about a handover document.

Job Handoff Document

But sometimes – it’s not all about a project summary. Sometimes it’s a job description essentially. Of course, there are no rules set in stone for creating an essential document for all purposes, but some things are more common in this kind of document than others.

Consider including a job overview with particular details for this specific job. Then, you should include contacts to the most important stakeholders and how to work with them in the long run. Additionally, you should have a list of ongoing projects so that the person taking over the job understands what to consider.

It is also essential to include all the necessary information on how to proceed with the resources and what are some of the filing systems in this particular office environment.

Knowledge Handover

With the last one being on the outer part, this one is definitely “inside.” Knowledge handover usually happens when there is some departure from the company. So, to keep the workflow, a transfer of knowledge is necessary.

In this document, you must include all the information about this particular job, how the person went about this transition, and how they organized their workspace and relationships with other colleagues.

Sales-to-service Handoff

The most important thing about customer service is that it should be perfect, as the customers will look for any vices to gain control over the situation. That is why a well-crafted sales-to-service handoff document will save you a lot of time and trouble.

Sales usually make the first impression and contact the customer, while service has to do everything they can to keep the customer happy and satisfied so that they would come back again and again. So, the essential elements here are the names – the account executive, the account manager, and who is the customer. After that, remember to put the negotiated deal as an attachment with an overview of the whole thing and some tips on handling said customer.

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Design Handoff

Here is something entirely on the other side of the spectrum. Design handoff usually takes place between designers, developers, producers, etc. So, to keep everything clear and understandable, you need to create a document that will transfer the idea onto a paper that will later be crafted into existence.

In this case, things to look out for are mockups, colors, animations, design as a whole, and overall – all the necessary specs and assets that will influence the project’s look in the end. Creating an understandable design handoff is essential, as any little problem can cause massive irreparable damage to the whole line of products.

We know what it is and the types; now let’s get into some details about what to include in your handover document. Of course, no template is perfect, and every project needs its share of identity, as no two projects are the same.

Nevertheless, some basic things are more or less the same in most circumstances. Handing off knowledge will always have to be involved in some kind of transfer of documents, names, responsibilities, and many other things that are, more or less, in the same category. So, we have prepared some basic things that will fit into any customizable template. We are all about that smooth transition, so without further ado, let’s get into the nitty-gritty details.

Responsibilities

First, let’s deal with our future employees' responsibilities over the person leaving. Be sure to be as precise with it as possible because any uncertainty may cause issues.

Also, provide all the tools and formats used in the company so that the new employee will not have any issues fitting in. The same goes for performance expectations. Also, ensure that the person who takes over knows who they respond to.

Ongoing Tasks

Another essential thing to include is to let the new person know what tasks are currently happening in the company and how they should go about it. This is vital to keep the company up and running.

Of course, there is a limit to what they can do, but with the right approach, they can just smoothly get into the shoes of a new job or position at the company. Be sure not to make it too cumbersome from the start, as the person who just got there may not be equipped with everything necessary in these circumstances.

Deadlines

A new employee rarely will know what kind of deadlines lay ahead. So, be sure to create a special place for all the deadlines that are coming up and some of the further ahead as well. This is crucial as the person coming to the company might only be able to prioritize if they know this particular job must be done by the end of the day.

Resources

The next one on our list is resources. Resources are vital in understanding what things can happen, will happen, or should have happened. In this case, if you are aware of the project’s goals, you will be able to allocate resources effectively.

Doing that will save the new team members lots and lots of time and will surely benefit the company as a whole. Understanding what kind of resources are available to them will make the person work better and be of greater use overall.

Stakeholders

It’s time to meet the team. When leaving the post or hiring a new team member, it’s always good to present all the team members to them. This kind of introduction goes far as it creates a state of togetherness among peers. One of the more critical steps on our list.

So, how to create such a document? Well, there are a couple of ways to do that. You can go the official or unofficial route; you can draft it by yourself or ask someone to do it for you. You can create it from scratch or use a template. There are many ways to go about it, some of which may be useful in your endeavors.

Talk to Manager

The first thing you want to do is to discuss the whole thing with your manager. Explain the whole situation and decide what action should be taken to make the transition as smooth as possible. A formal email will suffice in this case.

Create an Outline

Next, you want to create an outline of what you are trying to accomplish. If you are the one who is leaving, draft it including all the information we mentioned before. If you are drafting such a document for someone else, be sure not to omit any information and consult with the person vacating the spot about the correctness of your draft.

If you have trouble getting all the facts straight, don’t worry and ask around. People are much more helpful than you would imagine.

Discuss the Handover with the Team

Also – make sure that all the team members are aware of the situation and understand why it is happening and how it will affect their everyday life. The most important thing about this kind of handover is to keep it as light as possible. No one likes to have a dramatic outcry when it is unnecessary.

Finish-Up

The last thing you need to do before transferring is to tie up all the loose ends. It’s essential to see the potential harm to the company when the person leaves the office. It may seem funny, but some people are in so many different projects as a core asset that it may affect even a larger company that is used to laying off people.

A new employee will not be able to instantly get ahead of every detail of every project, so it may take some time until they are ready to work at full speed. So, if the parting employee had important input in some projects, slowly take them out of it and prepare the space for the new person.

If it is you who are leaving, don’t leave any loose ends, as it may show up in your recommendation letter. People are earnest about that kind of thing.

Thank you so much for checking out our article on the handover document. Changes may be challenging, but if you prepare for it, it may even positively surprise you in the long run. The best thing about it is that you can start with a new and fresh perspective. Getting involved in a new project or taking in a new person can be inspiring and exciting if done correctly.

We invite you to check out more articles on various office/gaming/software-related topics. We pride ourselves on having many articles covering a lot of ground, so if you have any questions regarding our scope of expertise, look for them in our archives.

If you have any questions or ideas for new articles, let us know. We always look for inspiration, and who better to show us the ropes in that department than our readers? We’ll see you at the next one!