Your project team already has a job. Handover shouldn't become another one.
Keep your project team focused on delivering the project.
Handover Services takes day-to-day ownership of the agreed handover information workflow, coordinating contributors, tracking outstanding information, managing comments and revisions, and keeping the current position visible.
So your team can spend more time delivering, commissioning and closing out the works, rather than chasing the information behind them.
An initial conversation to understand the project. Detailed investigation is only undertaken through an agreed appointment.
Unofficial vacancy
Handover Information Coordinator
The job exists whether you appoint someone or not. Rarely appointed. Always inherited.
Hours: on top of your day job
Start date: when nobody else owns it
Salary: no additional allowance
The successful candidate will
Likely appointee: your already-busy project manager.
There is another option: appoint someone deliberately. Give the job to Handover Services.
The project may be nearly complete. The handover workload often is not.
As completion approaches, the same project team responsible for final works, commissioning, defects, subcontractor performance and close-out can become the default information coordinator.
Pulled away from delivery
Information still isn't ready
No reliable handover position
Requirements and owners unclear
Submission creates more work
Problems surface too late
The manual is only the output.
The real workload is everything required to get there.
Defining requirements, coordinating contributors, chasing information, managing comments and maintaining a reliable handover position.
Move from handover uncertainty to a position your team can explain and control
01
More time for delivery.
Reduce the handover coordination falling back on the people delivering, commissioning and closing out the project.
02
One reliable handover position.
See what is required, received, outstanding, under review and blocked from one controlled position.
03
Outstanding information actively progressed.
Contributors are followed up, missing information remains visible and unresolved actions are escalated.
04
Clear requirements and responsibilities.
Make it clear what must be provided, when it is required and who is responsible for the next action.
05
Comments and revisions controlled.
Coordinate review comments, responses and revised submissions through one visible process.
06
Problems identified earlier.
Expose gaps while there is still time to address them, rather than discovering them during final close-out.
Your team delivers the project. Handover Services operates the agreed handover information process around them.
Choose how much handover responsibility Handover Services takes
Every service can produce a professionally structured handover package. The difference is how much work remains with your team and how much is transferred to Handover Services.
Compile
Send us the information. We'll build the handover package.
For projects where your information is collected, checked and ready to be turned into the handover package.
Core handover service
Manage
Day-to-day ownership of the handover information workflow
For projects where contributors, outstanding information, comments and revisions still need active coordination.
Review
Document QA and technical review built into Managed Handover
For projects where you want fewer avoidable comments and greater confidence in the information submitted for handover.
Send us the information. We'll build the handover package.
Avoid the time and workload of organising documents, building contents pages, creating navigation and assembling the final O&M manuals yourself.
You provide:
- the handover requirements
- the information to include
- the correct document revisions
- any missing or replacement information
- checked and approved technical content
- responses to any information queries
Included in the service:
- organise the information provided
- produce the O&M manual
- create contents pages and indexes
- add navigation and hyperlinks
- structure the electronic handover folders
- issue the agreed draft and final packages
We chase the information and keep handover moving.
For projects where information still needs chasing, contributors need coordinating and comments need managing.
Before work begins, we agree the scope, responsibilities, service period and reporting route.
Included in Manage:
- set up the handover plan
- brief subcontractors and suppliers
- request the required information
- chase outstanding items
- keep the current position visible
- escalate unresolved actions
- manage comments and revisions
- build the package progressively
We handle the chasing, tracking and coordination, so your team can stay focused on delivering the project.
Greater confidence before the information is handed over.
For projects where you want fewer avoidable comments and greater confidence in the information submitted for handover.
Outcome: You gain greater confidence in the information handed over, with fewer avoidable comments, earlier visibility of problems and less review work falling back on your project team.
Every document is quality-checked. Applicable technical information is reviewed by a technical reviewer, helping identify gaps, inconsistencies and unsuitable information before the package reaches formal client review.
Included in Review:
- every document quality-checked
- missing information identified earlier
- document details checked
- technical information professionally reviewed
- related information cross-checked
- clear findings and corrective actions
- corrections coordinated and rechecked
- support through review and close-out
How much of the handover workload stays with your team?
As the service level increases, Handover Services takes responsibility for more of the work required to achieve the handover package.
More work retained by your team → more work transferred
Compile
Your team
Your team collects and provides the information
Handover Services
We produce the handover package
Manage
Your team
Your team provides technical information and decisions
Handover Services
We request, chase, track and coordinate
Review
Your team
Your team produces, corrects and approves technical information
Handover Services
We manage, quality-check and technically review
The more responsibility Handover Services takes, the less handover work falls back on your project team. We will help you choose the right level for your project.
The Handover Control System
From establishing the requirements to completing the handover package, Handover Services takes care of the detail needed to keep information and actions moving.
1
Establish
Know what is required
2
Brief
Make responsibilities clear
3
Progress
Take the chasing off your team
4
Coordinate
Control comments and corrections
5
Build & close
Complete the handover with clarity
Your team sees what is required, what is outstanding and where action is needed. Handover Services manages the detail required to keep handover moving.
Start with where your project is now
1
Show us where the project stands.
Tell us what stage the project has reached, what information is available and what is causing the greatest difficulty.
2
Agree what support your team needs.
Together, we identify what your team can retain and what Handover Services should take on.
3
Receive a clear proposal.
Receive a recommendation covering the service, responsibilities, deliverables, programme and fee.
You show us the current position. We recommend the right level of support.
You do not need to know whether your project needs Compile, Manage or Review before speaking with us.
Managed Handover is not necessary for every project.
If your team already has the information ready, Compile may be all you need. If information still needs chasing, coordinating or progressing, Manage is the better fit.
Choose Compile when
your information is collected, checked and ready to be turned into the handover package.
Choose Manage when
information still needs requesting, chasing, tracking or coordinating.
Choose Review when
you also want every document quality-checked and applicable technical information reviewed.
Not sure where the project stands?
Start with the current position and Handover Services will recommend the appropriate level.
Understand the responsibility boundaries
Your project team provides:
- access to the project information
- access to the relevant contributors
- timely project decisions
- technical responses and corrected information
- required approvals
- contractual escalation where necessary
Handover Services does not replace:
- the designers or technical information producers
- technical design or calculation
- physical inspection, testing or commissioning
- statutory certification
- customer or client approval
- formal acceptance of the handover
Handover Services manages the agreed handover information process. The relevant project parties remain responsible for producing, correcting and approving their technical information.
Handover Recovery Review
Establish the true handover position before deciding what happens next.
The initial conversation determines whether a Recovery Review is appropriate. Detailed investigation begins once the review is commissioned.
A Recovery Review may be appropriate when:
- Requirements conflict
- No tracker shows the full position
- Information is scattered
- Responsibilities are unclear
- Comments remain unresolved
- Previous submissions have not resolved the problem
- Your team has inherited the project
- The ongoing service cannot yet be scoped fairly
What the Recovery Review establishes
- Available information
- Known requirement sources
- Visible gaps and missing information
- Current submission and review status
- Known contributors and responsibility gaps
- Open comments and unresolved actions
- Decisions required from the project team
- Priority recovery actions
- Recommended ongoing service
- A clearer basis for programme and investment
You receive a reliable starting position, a prioritised route forward and a recommendation based on the project evidence rather than assumptions.
What is the difference between an O&M compiler and Managed Handover?
A compilation-only service produces the package from the information your team provides. Managed Handover also takes on the chasing, tracking, contributor coordination and comments management needed to get the information ready.
| Work required | Compilation-only service | Managed Handover |
|---|---|---|
| Establish the handover position | Your team confirms what is required and what information is available | Handover Services turns the agreed requirements into a clear working handover plan |
| Brief and coordinate contributors | Your team tells subcontractors and suppliers what information is required | Handover Services briefs the agreed contributors and coordinates their information returns |
| Request and chase information | Your team requests and chases outstanding information | Handover Services requests, chases and escalates the agreed information |
| Maintain the current position | Your team tracks what has been received, what is missing and what is blocked | Handover Services keeps the current handover position visible and reports where action is needed |
| Manage comments and corrections | Your team allocates comments and coordinates corrected information | Handover Services coordinates the included comments, responses and revised information |
| Build the package | The provider assembles the information supplied by your team | Handover Services builds the package progressively as information is received and approved |
The final packages may appear similar. The work required to achieve them may be very different.
A lower compilation quote can be completely appropriate when your team already has the information ready and has the capacity to manage everything around it.
When comparing quotations, compare the chasing, coordination, review support and responsibility included, not only the final deliverable.
The difference is not only who produces the manual. It is who does the work required to get the information ready.
What determines the cost of handover support?
The cost reflects the scale of your project, how much of the handover workload you want Handover Services to take on, how long the support is required and how many work packages need coordinating.
Construction value
An indication of the project's scale and likely handover complexity.
Service level
How much of the handover workload transfers to Handover Services.
Service period
How long Handover Services is required to manage and support the handover.
Work packages
How many separate contributors and information streams require coordination.
These four factors define the scope and fee
Construction value
How large and complex is the project?
Construction value helps indicate the likely scale of the works, installed systems and handover information.
It provides a useful starting point, but it does not determine the fee by itself. Projects of a similar value can create very different handover workloads.
Service level
How much of the handover workload do you want Handover Services to take on?
Compile removes the manual and package-production workload. Manage adds day-to-day chasing, tracking and coordination. Review adds document quality assurance and technical review.
The more responsibility Handover Services takes, the less handover work remains with your project team.
Service period
How long do you need Handover Services?
The fee reflects how long Handover Services is required to maintain the handover position, coordinate contributors and support review or close-out.
Our service period may be shorter than the overall construction programme.
Work packages
How many separate information streams need coordinating?
Each work package can introduce additional contributors, drawings, product information, certificates, warranties, commissioning evidence and review actions.
The number and complexity of the work packages affect the amount of requesting, chasing, tracking, checking and coordination required.
You will know exactly what the fee covers before work begins.
What buyers ask before appointing handover support
Timing: When should we bring Handover Services into the project?
The earlier Handover Services is appointed, the more opportunity there is to establish the requirements, brief contributors and collect information progressively.
Handover Services can also support projects approaching handover or already experiencing difficulties. If the current position is unclear, a Handover Recovery Review may be needed before the ongoing service can be scoped reliably.
Internal capacity: How much involvement will our project team still need to provide?
That depends on the service selected.
With Compile, your team provides the checked information and Handover Services produces the handover package.
With Manage and Review, Handover Services takes on more of the day-to-day chasing, tracking and coordination. Your team will still need to provide access to project information, make timely decisions and ensure the relevant project parties produce and correct their technical information.
Supply chain failure: What happens when subcontractors or suppliers do not respond?
Handover Services follows up the agreed contributors, keeps missing information and non-responses visible, and escalates unresolved actions through the agreed project route.
Where contractual enforcement is required, your team or the relevant contracting party retains the authority to take that action.
Information quality: How thoroughly will the handover information be checked?
The level of checking depends on the service selected.
Compile produces the package from information checked and approved by your team.
Manage controls and progresses the information through the agreed workflow.
Review adds quality assurance of every document received, with applicable technical information examined by a technical reviewer. Identified issues are recorded, corrections are coordinated and revised information is rechecked.
Client acceptance: Will this help us get the handover through client review?
Handover Services cannot guarantee formal acceptance, because the decision remains with the client or reviewing party and depends on the project requirements and the information produced by the relevant contributors.
Handover Services improves the position by keeping requirements, information, comments and actions visible. Under Review, document QA and applicable technical review help identify missing, inconsistent or unsuitable information before it reaches formal client review.
Continuity: Will Handover Services stay involved after the first submission?
That depends on the selected service and agreed service period.
Where post-submission support is included, Handover Services coordinates agreed client comments, identifies the required responses, progresses corrected information, updates the handover package and maintains visibility of remaining actions through the defined review and close-out period.
Your proposal will clearly state the included review cycles or support period before work begins.
Why timing matters
Establish control while there is still time to act.
As handover approaches, contributors move on, missing information becomes harder to recover and your project team has less capacity to investigate gaps.
The earlier you can see what is missing, outstanding or unresolved, the more time your team has to address it through the normal course of the project.
Start with where your handover stands now.
You do not need to know which service you need or have the complete position before contacting Handover Services.
Tell us what stage the project has reached, what is creating the most pressure and when the handover is due. We will help identify the most appropriate next step.