As per the rule, a single project manager should always lead the entire project since it’s closing stage is complete. Usually, this is the condition. However, the situation changes with time. A time may come when the original project manager may leave the project following some reasons. In that place, a new person or a new development team is assigned to handle and complete the project.
However, transferring a project from one hand to another can be a breaking point for the company. Project transition can adversely affect the project duration as the new team can take time to understand and catch up with the project. So that they can easily execute the project.
The perfect condition for any project for the development team is to begin the work and remain on it till the completion of the project. However, this an event which can happen when one manages the project for a longer period. As per the study, there can be different reasons when one project can transfer to another developer or a team. The reasons are:
- To maintain a proper load balance among the development teams of the project.
- To achieve an effective understanding between project developer.
- When the client demands a change.
- When the project needs some special expertise which another developers team only can offer and more.
The reasons for such a change can be more. However, the success of the projects depends on the effective Transition Planning for the project and how it is being transferred to the new project dedicated team from the old one. It has seen that some teams take it casually and they think it is easy to learn about the project just by going through it. But this is a major mistake.
No doubt understanding the current status and history of the project is important. But there is one thing that you should always remember that the successful completion of the project also depends on people working on it. However, here are five essential steps to effectively transition a project to another team.
Five steps of project transition
- Perfectly define your project transition plan
The new team which is going to handle the project should know the basic things about the project. For this, both the new and old team can have discussion season to know what needs to be completed during the time of transition. Both the team need to share what they think are the major tasks that should be finished before Project transition and work on them first to complete them. For a smooth transition, you must have some weeks in your hand.
- Start the transition process from the top
If the project is being carried on through sponsorship, don’t let the sponsor know from someone else that the current team is leaving from the task. This can create a major headache. So, if any change happens, inform about this to the sponsor as soon as possible.
You must explain he sponsor about the project management transition, new team, why you choose them and how the project will be handled to complete in on time. Introduce the new team with the sponsor and explain how the new team will enhance the value of the project. After the sponsor, introduce the new team with the leadership or top-management team.
- Met with the new development team
In general, people develop bonds with other people during a long-term project. So, when a project manager leaves the project that can somehow disturb people, and it can create uncertainty in people minds. So, it is your primary aim to make all the things to go smoothly.
You will have to make sure that the new manager has successfully integrated into the new team. If you have time, they organize different joint activities with other teams connected with the project. You can organize some project meetings and status calls. This way, you can make the project transition smooth. Discuss personality issues, strengths of the team members, and cutler of the company, and the team.
- Come together and carefully review the statues and history of the project
The old team must have done some excellent works, such as maintaining all the project documents such as deliverables, schedule, communications, budgets, permits, and more. However, it is the responsibility of the new team to analyze and review those documents carefully.
If wan, the team can have a discussion season with the current team to know about the project status. That will clarify all the doubts. If possible, after the completion of project management transition, the new team should keep in touch with the old team. This will help a lot.
- Before starting, le the new team to get familiar with the documentation of the projects
The earlier the new team gets to know about the project, the faster the team will be able to work on it. Don’t spend much time reviewing the irrelevant and old documentation. You should explain all the necessary and correct resources to the new team.
However, there is another important thing that you should consider during Project Transition. You should discuss the transition with your client. If they are hearing this word for the first time, then give them enough information about the change. For instance, explain to them about the experience of the new team. Always try to present the information in such a way that it can build confidence among the clients.
If you are the manager of the team and you are now leaving the project, then plan for at least a two-week transition. So, that you can guide or help the new team during the process of project management transition. Always handle such exchange or transition with respect and avoid any abrupt exit because all will remember your effort in the field of maintaining client confidence and satisfaction.