Hi Team, how easy is it to handover a project while it is in mid stream, can you honestly go on those holidays you have been planning for the last couple of months worry free, that your project is in safe hands? Would you be in a position to take back the responsibility of that project once you return? Or would you move straight onto the next one. This is no easy assignment for any project manager, relinquishing a project you have started. But sometimes factors beyond our control just have to be adhered to. Now that you are in this position what do you do.
I have had this happen to me in the past, as a contractor, I find myself in a situation where there are mandatory stand down periods, and the running of a project has to be handed over to a colleague. Admittedly the stand down normally occurs during a holiday period so the expectation is that work will slow down and not many deliverables are anticipated during this time. At times leave has to be taken while you are about to deliver a major milestone or move onto the next phase. How would I handle a situation like this? depending on the size of the project I would always involve another colleague or management on the progress of the project, ensure they are aware of the milestones approaching and the deliverables being anticipated. This can normally be achieved via weekly meetings and the normal generation of weekly progress reports, this way both your customer and internal resources are aware of the projects status.
What about if it is not a huge project, or your colleagues are so constrained for time on their own projects you and they just don’t have the time to share progress updates, then make sure that your reports, risks and issues register and status updates are tight, that is up to date, as these will be the first areas any new Project Manager taking over a project will look into, essentially get their heads around what is affecting this project which has been thrust upon them, no one likes to receive nasty surprises.
Ensure that all the major players on your project are listed, that is the “Go To” resources both externally (your customer) and internally (Designers, Implementers) are on your contact list (outlining roles and responsibilities, what would you normally use them for) which you will hand over, also develop a checklist which outlines who likes to get status updates and when, and what they like to see, and the way they want to receive their communication, that is some people are more formal than others, and there is no need to take them out of their comfort zone, that is ensure that the projects “Status Quo” is maintained. This is outside of your formal documentation such as schedules, risks and issues register, minutes and Status reports. Remember to advise your customer and essentially all those parties involved with the project that you are about to go on leave (I would start at least 5 weeks before your intended leave), don’t surprise them with “an out of office” message stating you are on your honeymoon, and cannot be contacted for 5 weeks. Good for you, but no one will appreciate it.
If possible introduce the person covering for you to the customer, both internally and external, admittedly sometimes we don’t like to do this because there is that grey area, as this is still my project, so I am responsible for its successful delivery not you, do not take over or make any decisions without my input, we can be possessive when it comes to projects especially if they are high profile, so play it as best you can, be sensitive to all those involved, because if you weren’t going on leave they would not be is this position.
In short, ensure your reports are up to date, you have given your customer sufficient notice you won’t be around. Take confidence in the project manager covering for you, give them the “whose who in the zoo” list. Introduce them to the project with sufficient time to get their heads around what is trying to be delivered by your project. Setup you’re out of office reply with the main project contact details. Remember it could happen to you, so you want the level of detail you are imparting to your replacement to be offered to you if the roles were reversed, and take your leave safe in the knowledge that your project will still progress without you and you can take it back on when you return.
Enjoy that holiday, and make sure the phone is switched on.
