Project transitions

Project transitions from one Project Manager to another can happen for various
reasons and can be permanent or temporary. Regardless of the reason, having a
project transition plan in place can keep you on track for a smooth transition
without missing a beat. To make it easier, the Project Managers at Beacon fire
have put together a handy list of the steps to a successful project hand off.
1. Documentation. Depending on the project, this can be existing project
documents and files or a compilation of key information in a ticketing system
that can be easily referenced.
2. Summary. In addition to the background documentation and materials, it is
useful for the current Project Manager to write up a brief summary for the new
Project Manager. This summary should include information about the clients
background, project goals, points of contact, scheduling, budget, scope, file
locations, team responsibilities, important URLs and where to find log in
information, what has been done so far and what are the next steps the new
Project Manager will need to see through.
3. Kick Off. The current and new Project Managers should meet briefly if possible
to discuss any nuances, questions and concerns about the project hand off.
4. Notification. When a Project Manager change is necessary, it is important
notify both the internal team and the client as far in advance as possible. The
internal team needs to feel confident that the new PM has the reigns firmly in
hand, but also that it is not a hot potato situation. If possible the current PM
should stay in the loop initially to catch any transition hiccups if they occur.
Executive Sponsor (or similar role) should assert more of a presence during this
time as well to reinforce consistency in project leadership.
5. Introductions. After notifying a client that a new Project Manager will be taking
the lead on a project, officially introduce the new PM on a call or in person if the
circumstances allow.