Are you 100% happy with your construction project handover process? If you've ever experienced process bottlenecks, production delays, and miscommunication between your teams during construction project closeout, it may be time for a change.
In this article, we'll explore common handoff process flaws—and practical fixes— as you transition construction projects from one team to another.
Construction handover is the final step in a project, where all deliverables, and documentation are formally transferred from the construction team to the owner or client. This process ensures the client has everything they need to operate, maintain, and manage the new asset effectively.
Some of the key documents handed over include:
A well-executed handover sets the stage for long-term success for a facility. Done right, it ensures that the client and their teams can confidently take ownership of their investment. For general contractors, a seamless handover process means they can build trusted relationships and secure repeat business over time.
A smooth construction handover ensures that all project details are correctly transferred to the owner. A structured and standardized approach is always best to avoid last-minute issues and promote a seamless transition.
Carrying out up-to-date testing is vital during a handover. It also involves project commissioning data, where the owner obtains the necessary construction certificates, inspects the documents, and approves them. The operations and maintenance manuals are also checked based on the required inspections.
Defects may arise at any stage of the construction, whether noticeable or not. Before handover, a discussion and agreement on the defects reporting process should be made.
To identify any design risks, the involved design manager goes through the project, checks the design performance, and checks it against the project specifications and functional design brief.
For this to happen, the contractor must confirm that the work defined in the scope and construction contract is complete. Items like documentation, keys, and other items are handed over to the owner or receiving team after the final inspection.
The construction handover involves multiple stakeholders. Let's look at their roles in more detail.
A solid handover process unlocks benefits for both the construction team and the client. Consider the following.
A structured handover provides the owner and facilities team with all necessary documentation, training, and key deliverables to confidently take control of the project without operational disruptions.
When the handover goes by without a hitch, the owner and facilities team can hit the ground running sooner rather than later. Everyone benefits when the building is fully functional and ready for immediate use because there's less downtime and more productivity (not to mention cost savings).
When all safety inspections and approvals are in place, teams can rest easy knowing that the facility meets legal requirements and provides a safe environment for occupants. Aside from reducing risks and liabilities, this also prevents legal headaches down the line.
A smooth handover phase demonstrates professionalism and reliability. As such, clients are more likely to recommend or work with the contractor again when the GC handles everything like a pro.
Construction handovers don't always go as planned. Miscommunication and last-minute decisions can lead to inefficiencies. Here are some common roadblocks you could face—and how to deal with them.
If you've ever watched a relay race, you understand the true meaning of "getting up to speed": to win, both runners have to be in motion before handover takes place.
The same is true of your preconstruction and site teams. If your project managers, superintendents, and supervisors aren't onboarded early in the construction process (with the help of estimators, project coordinators, and preconstruction managers), problems can arise, delays can occur, and profitability can suffer.
Through collaboration and coordination—and access to project information throughout the project lifecycle—every team shares the same scenario and has the information needed to execute the next steps without delay. Make sure your preconstruction team keeps site workers in the loop and actively solicits feedback before, during, and after construction work begins.
With so many moving parts to monitor and manage, it's easy to see why some project decisions are put on the back burner, only to be made at the last minute. The issue, as any contractor can tell you, is that construction is a dynamic process, subject to changes in requirements, needs, budgets, and timelines.
The problem? The more developed a project becomes, the more difficult—and expensive—it is to modify. A decision you make early on is more easily implemented than one made later, with corresponding time and money savings.
Having a reliable road map that everyone in your organization can share early in the construction process will help keep projects running smoothly. Encourage collaboration among teams to agree on key decisions during the preconstruction process rather than waiting until site work begins.
Action requires information, and if your teams don't have the data they need to perform the work at hand, you're creating process bottlenecks that will inevitably cost you time and money.
That's especially true as projects are transitioned from the estimating and preconstruction team to the site workers team to another. If your subcontractors, trade partners, and suppliers aren't up-to-speed on key project details, your job will likely lose momentum as information is gathered and shared.
The better way? Maintain a central location for project data that everyone can access early in the process. Keep all stakeholders fully informed and up-to-date by providing the right and secure access to project information that's accurate and complete.
Tools like Autodesk's Handover tool can help keep data connected throughout the handover process. Learn more about the new feature.
One of the best things you can do to facilitate a smooth handover is to use a handover and project closeout checklist. Details are less likely to fall through the cracks when all your tasks are listed and organized in a handy document. This means fewer delays and a smoother experience for both the GC and the client.
For best results, use this free project closeout checklist so that all documentation, approvals, and final tasks are completed before handing over the project.
A well-managed handover doesn't just wrap up the current project—it sets the stage for future opportunities. So, be sure to maintain clear documentation, involve stakeholders at every stage, and proactively address potential challenges.
With a well-structured handover process, both the contractor and the owner can move forward with confidence, leading to stronger partnerships, fewer headaches, and greater business growth.
