The Handoff phase ensures the finished work is delivered smoothly, with clear documentation and support for the receiving team or stakeholders. This is a crucial moment for cross-functional alignment—minimizing confusion, ensuring continuity, and building trust between teams. An effective handoff closes the loop on responsibility, empowers the next owners, and drives organizational learning by making knowledge truly transferable.
Purpose
- Deliver the final work and all supporting resources to the next owner or delivery team—clearly and comprehensively
- Provide complete documentation, training, and context so the new team can succeed without rework or delays
- Ensure ongoing support, feedback, and follow-up channels are in place, sustaining collaboration after the transition
Key Questions
- What exactly is being handed off, and to whom? (Be specific—products, features, documentation, responsibilities)
- Is all necessary documentation, training, or context provided? What gaps remain?
- Who is the point of contact for follow-up questions or unresolved issues?
- Are there any risks, dependencies, or unresolved items to highlight for the receiving team?
- What steps will ensure a smooth and confident transition (meetings, checklists, training, FAQs)?
- How will success of the handoff be measured or confirmed—both in the short term and over time?
- What feedback or support might the receiving team need after the handoff? How will you check in and close the loop?
Read the research report on the importance of clear and well-documented handoffs. [Document Link – PDF]
Case Study Example: Dog Park Finder App (Fetch Spotter)
Applying the Handoff Phase:
What exactly is being handed off, and to whom?
- The live Dog Park Finder app
- Admin tools
- Support documentation
- Handed off from the core project team to:
- Operations
- Customer Support Team
- Product Marketing teams
Is all necessary documentation, training, or context provided?
- User manuals, troubleshooting guides, and escalation protocols are shared via the company intranet
- A short live training session is held for Operations, Customer Support Team, and Product Marketing
Who is the point of contact for follow-up questions or issues?
- Product Owner is the first contact for the next 30 days
- After 30 days, handoff responsibility transitions to the Customer Support Team
Are there any risks, dependencies, or unresolved items to highlight?
- Open request for additional park data from two cities
- Need to monitor for spam reviews after launch
- Any risks from earlier phases are tracked and monitored by the receiving teams
What steps will ensure a smooth and confident transition?
- Weekly check-ins scheduled with Operations for the first month
- Feedback form set up for Customer Support Team to log new issues
- Product Marketing receives a campaign playbook and launch debrief from Product Owner
How will the success of the handoff be measured or confirmed?
- Successful resolution of all support tickets in the first month
- No escalation of unresolved technical issues
- Positive feedback from Operations, Customer Support Team, and Product Marketing on handoff process
What feedback or support might the receiving team need post-handoff?
- Quick-reference FAQ for Customer Support Team
- Product Marketing receives direct channel to Product Owner for messaging clarification
- Clear process for escalating issues to Product/Engineering as needed
| Artifact / Deliverable | From | To | Handoff Status | Summary Action Items for Incomplete Handoffs |
|---|---|---|---|---|
| Live Dog Park Finder App | Project Team | Operations | Complete | — |
| Admin Tools & Access | Engineering | Operations | Complete | — |
| Support Documentation | Product Owner | Customer Support Team | Complete | — |
| User Manuals | Product Owner | Customer Support Team | Complete | — |
| Troubleshooting Guides | Engineering | Customer Support Team | In Progress | Add screenshots for new admin tools; ETA: 2 business days |
| Escalation Protocols | Product Owner | Customer Support Team | Complete | — |
| Marketing Campaign Playbook | Product Owner | Product Marketing | Complete | — |
| App Launch Debrief/Training | Product Owner | Operations, PM, CS | In Progress | Schedule additional Q&A for late hires; finalize slides |
| Additional City Park Data | Operations | Engineering | Incomplete | Follow up with city officials for missing datasets |
| Feedback Form for CS Team | Product Owner | Customer Support Team | Complete | — |
| FAQ Quick Reference | Product Owner | Customer Support Team | In Progress | Draft ready, needs legal review before sharing |
Handoff Artifacts, Status, and Action Items Table
Update this table as handoff progresses. Action items clarify ownership and deadlines for any outstanding artifacts or dependencies.
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