Transferring projects to new managers: First things to be done early in the game

One old friend of mine asked me what should be done at first preparing a project for transfer to another project-manager. He was curious to get a check list to follow and to be assured that a new project manager would get all necessary information to refrain both high project quality and good team performance. 

Hence, I tried to pull my wits together and here I came up with a few steps I always follow picking up or handing over my projects. This to-do list is composed based on my experience only and should not be treated as a final say. Moreover, I would greatly appreciate any discussion on different cases that might be helpful for my future experience. 

Undoubtedly, the most important for a new project manager is to understand a business case and related domain of the project. In my humble opinion, an excellent project manager should be a subject matter expert as well. However, this is a rare and very specific case, so let's skip aspect in this review. But keep in mind - business case is 100% clear, a new project manager is aware what benefits come along with the product. 

Another not least important point is communication. As communication is almost 90% of all project manager's activities, a new key person that is supposed to be leading a project should be presented to all key stakeholders as soon as possible. 

Also, the decencies on project transitions are a corporate wiki and a feature/bug-tracker where the whole documentation and development are carried out. They are the most important knowledge source and true facts of project life. All necessary project attributes (e.g. Project Charter, Project Plan, SOW) should be placed here as well. 

Yes, the cases with "no-charter-project" also happen in this life :). Moreover, they are quite often. So, if you face this, please, do not take the responsibility over the project without this document. Missing Project Charter should be created and approved by sponsor and key stakeholders. Do not continue this malpractice conducting projects without documented and approved charters. Do not increase risks that are high enough with a project manager change! 

Nota bene! As I noticed, large IT-companies usually take advantage of bunch "JIRA+Confluence", but not necessarily. Other systems like TFS, Redmine etc. can be easily used with the same level of competency. Though, I am 100% convinced that no tool can compete in usability with a well-tuned-up JIRA integrated into Confluence. 

Here is an unified checklist I usually use transferring my projects. 

Project Manager Transition Checklist

The Project Manager Transition Checklist is used to ensure that all the required knowledge and information have been presented to the new Project Manager, and all the necessary steps to avoid potential risks before transaction have been taken.

Communication/Administration

• The New Project Manager was introduced to a Customer
• The New Project Manager was introduced to the project team and HR.
• A List of new Project Manager duties was prepared and agreed
• Project Communication Plan updated, and approved by customer (optional) 
• Project RACI prepared and shared inside the team (optional)
• The Project Charter/Plan was reviewed, updated, and signed

Documentation on Project Planning

The Project Manager received all documents connected with his project:

• Project Communication Plan (optional)
• Project RACI matrix (optional)
• Project Charter
• Project Plan (optional)
• MSA/SLA/SOW

Knowledge Transfer

The Project Manager knows the Stakeholders of the project (external and internal)

The Project Manager knows the history of the project, current performance, and future plans

The Project Manager is familiar with the project parameters:

• Budget agreements
• Schedule agreements  
• Project constrains 
• Risks and issues known at the moment

Tools & Techniques

• The Project Manager understands the Software Lifecycle Model used in the project and all the connected procedures. 
• The Project Manager is familiar with the Project Management Tool/Issue Manager

Obviously, many other items can be on the list to ensure a successful project transfer, but I have mentioned the most important that must be taken into account first of all. 

Project transition is always a nail-bitter. Remember this :)