What is the best way to close and handover a project?

Closing and handover are crucial phases of any construction project, as they mark the transition from the delivery of the work to the operation and maintenance of the facility. However, they can also be challenging and complex, as they involve many stakeholders, documents, and tasks. How can you ensure a smooth and successful closure and handover of your project? Here are some tips and best practices to follow.

1 Plan ahead

The first step is to plan ahead and define the scope, criteria, and process of the closure and handover. You should identify the roles and responsibilities of each party, the deliverables and records to be submitted, the quality standards and inspections to be performed, the risks and issues to be resolved, and the timeline and milestones to be met. You should also communicate and coordinate with the client, the contractor, the suppliers, and the end-users throughout the project to align expectations and address any changes or concerns.

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Ihab Albairam

Assistant Vice President
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Here are a few perspectives to consider: 1. Knowledge Transfer: During the closure process, emphasize the transfer of knowledge and expertise from your project team to the individuals or group who will be taking over. 2. Documentation: Take the time to accurately document all relevant information related to the project. This includes lessons learned, best practices, and any specific procedures or protocols developed during the project's lifecycle. 3. Stakeholder Engagement: Engage key stakeholders, such as clients, contractors, and end-users, throughout the closure process. Remember, the closure and handover process should not be seen as the end but rather as a stepping stone towards continued success.

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2 Complete the work

The second step is to complete the work according to the contract specifications and quality requirements. You should monitor and control the progress, budget, and resources of the project, and ensure that all contractual obligations are fulfilled. You should also verify and document the completion of the work, and obtain the necessary approvals and certificates from the relevant authorities and stakeholders. You should also conduct a final walk-through and punch list with the client and the contractor, and rectify any defects or deficiencies before the handover.

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3 Transfer the ownership

The third step is to transfer the ownership and responsibility of the facility from the contractor to the client. You should prepare and review the handover documents, such as the as-built drawings, manuals, warranties, test results, and maintenance schedules. You should also conduct a formal handover meeting with the client and the contractor, and sign the handover certificate and the final account. You should also provide training and support to the client and the end-users on how to operate and maintain the facility.

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4 Evaluate the performance

The fourth step is to evaluate the performance and outcomes of the project, and identify the lessons learned and best practices for future improvement. You should collect and analyze the feedback and data from the client, the contractor, the suppliers, and the end-users, and measure the satisfaction, quality, cost, time, and scope of the project. You should also conduct a post-project review and report, and share the findings and recommendations with the project team and the senior management.

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Yianni Minas

Supervisor within the Construction Industry
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One thing I have found helpful is consistently signing off critical stages of construction with the client which ultimately minimises defects towards the latter stages of construction. This ultimately speeds up the completion process, better trade relationships and overall satisfaction between all stakeholders.

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5 Celebrate the success

The fifth step is to celebrate the success and achievements of the project, and recognize and reward the efforts and contributions of the project team and the stakeholders. You should organize a project completion ceremony or party, and invite the client, the contractor, the suppliers, and the end-users to join. You should also express your gratitude and appreciation to everyone involved in the project, and highlight the positive impacts and benefits of the project.

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6 Archive the records

The sixth step is to archive the records and documents of the project, and ensure their security and accessibility for future reference or audit. You should sort and organize the project files, such as the contracts, invoices, correspondence, reports, drawings, photos, and videos. You should also backup and store the project data, such as the schedules, budgets, risks, issues, and changes. You should also follow the legal and organizational requirements and policies for the retention and disposal of the project records.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What is the best way to close and handover a project?

1

2

3

4

5

6

7

1 Plan ahead

2 Complete the work

3 Transfer the ownership

4 Evaluate the performance

5 Celebrate the success

6 Archive the records

7 Here’s what else to consider

Construction Management

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What is the best way to close and handover a project?

1

2

3

4

5

6

7

1 Plan ahead

2 Complete the work

3 Transfer the ownership

4 Evaluate the performance

5 Celebrate the success

6 Archive the records

7 Here’s what else to consider

Construction Management

Rate this article

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