Your guide to a successful construction and fit-out handover

It’s been months, possibly over a year in the making. The planning, design, materials selections, sourcing and construction that have gone into your new office fit-out have delivered a workplace almost ready for your staff to occupy. But don’t fall at the final hurdle.

Handover is a critical stage in the project when the ownership of an office and responsibility for the work transition from the construction and fit-out team to you and your employees. An experienced project manager will bring a wealth of knowledge, insight and problem-solving skills to the handover stage, helping you tackle challenges and reduce risks — simplifying the overall delivery process.

A successful handover typically runs over several weeks, with the right people put into place to conduct hands-on training. At this milestone, you should be provided with operation and maintenance manuals warranties and statutory documentation (such as a fire safety certificate) to learn how to operate technology and systems within the fit-out. This could include everything from plant and equipment (such as lifts and other machinery, appliances, and computers) to air quality monitors to sit-to-stand desks and even ergonomic chair functionality. At the end of the handover, you’ll be clear on how to get follow-up support, and ultimately, feel confident about managing the space when it is in full operational mode.

Below, we’ve assembled the key elements of a successful project handover. Bookmark this checklist so you can go into your handover process with confidence, avoiding oversights that could be costly in time and money.

The foundation of a successful project handover is meticulous documentation and record-keeping. Organised records like up-to-date drawings, specifications, permits and contracts should be readily accessible. An experienced project manager should have pre-designed checklists and trackers to guide the process and capture the required set of project quality records, including:

• Tender and procurement-related documentation

• Contracts

• Permits and certifications

• Operations and maintenance manuals

• Training documentation and records

• Reports

• Financial information

Up to this point, it’s likely that numerous stakeholders, consultants, contractors, vendors and suppliers have played a part within the project, with the project management team channelling all communications. This should continue throughout the handover to ensure any final messages or information is passed on and discussed. Any unresolved issues can also be addressed promptly and closed out.

Clear communication leading up to and during the handover can reduce potential delays during the defects management process and incomplete tasks, fostering a smoother and more interactive transition.

A punch list is a document that lists all outstanding work, deficiencies and defects that require attention before a construction project can be considered complete. Your construction team should work on a punch list with you to ensure no details are overlooked. This should happen in the lead up to practical completion, while identified defects should be addressed in within the project planning phase. At handover, this punch list will be considered multiple times to provide a quality project outcome and promote complete satisfaction.

A good handover should set you up to run the new space independently. For this to happen, there needs to be a thorough transfer of essential knowledge from the project team. This should be in the form of training sessions for key staff on the facilities maintenance requirements, operating systems, and specialised equipment, such as audio-visual equipment. Access to comprehensive maintenance manuals and schedules from the contractors, vendors and suppliers, will ensure you can manage and maintain the facility effectively in the future.

The handover marks the beginning of your space's operational phase, and you will undoubtedly require the ongoing support of your project team. Your project team should provide you a post-handover support system, especially during the defects liability period, which will be agreed upon during the procurement and contractual stage. This period is typically 12 months from the practical completion date. This ongoing assistance ensures any unforeseen issues are promptly addressed, reinforcing a positive relationship between parties even after the project is complete.

Understanding and prioritising what matters most to you and the people who will use the new space contributes to a successful handover. A good project manager will put themselves in your shoes and walk through the space focusing on key touchpoints. There should be close attention to the critical areas users of the space will interact with daily. Ensuring these areas are functional, easily navigated, problem-free and operational will enhance your overall satisfaction and experience.

Air quality and sustainability have emerged over recent years as important wellness factors for any new space. Part of this process includes off-gassing new manufactured products and materials and ensuring heating and air conditioning systems are maintaining good air quality and comfort levels. With increasing proportions of occupiers targeting sustainability certifications to meet promised carbon reduction levels, these checks and measurements are critical. Ensuring compliance with these standards during the design, selection and handover phase demonstrates a commitment to a healthier and sustainable built environment.

As with all projects, clearly defining roles and responsibilities in the project handover process is crucial. Miscommunication or ambiguity about who is responsible for defects, documentation, or queries can lead to delays and dissatisfaction. Your project management team should identify and agree on who is responsible for each activity. This will aid in streamlining the handover process and set clear expectations for all parties involve.

Want to learn more about what an experienced project manager can bring to your fit-out? Contact JLL’s project delivery team today.