This is part three of contract handover for RFA’s RFPs in RFQ’s here at Aidpreneur. In this section we will be discussing in the external handover meeting as a process to ensure your client never misses a beat in terms of communication.If you are in independent professional, after you’ve been selected for a project, your client won’t require and handover from one team to another or one individual to another, as you will be performing the work. However, if you’re working in a small practice or small company, there will be a handoff from the team who won the work to the team that will implement the work. (Incidentally, in most blind tendering processes, you too will experience a handover from the procurement staff to the technical management team on the client side).
This handover should be a formal process because you wanted to be a one time event that shifts responsibility from your contact within a business development to the individual you have designated as your contact in your project management team. How you go about this handover is really up to you – if you happen to live in the same city as your client, a face-to-face meeting is always a nice touch and brings a very significant human element to the process. If a face-to-face meeting is not possible, I strongly suggest a phone call with the client for the handover, again, to include that human element. If neither of these are possible, a nicely worded, professional email that notifies your client you are handing over the project to a project management staff is also acceptable.
The external handover is a much less intensive process than the internal handover, simply because you don’t have to explain the project details, etc. to the client. As the project management staff who is a part of the handover, the only critical detail you need to make sure to discuss is the time and date for the kickoff meeting for the project. Up to this stage, everything has been a proposal and a negotiation about what work will be done. The kickoff meeting is the actual beginning of the work.
At the same time you are performing the external handover, it’s also a good time to make sure that you have executed formal agreements with all of your consulting staff and partners so that they are ready to move things forward after the external handover meeting has taken place and the kickoff meeting time has been agreed upon. As with the contract negotiation with the client, the creation of an execution of subcontracts with partners and consulting staff can be handled by your business development team, project management team or your administrative staff. There are again pros and cons to each of these, you should just make your choice and then be systematic about implementing it.
After both the internal and external handovers have taken place you’re ready to move on to actually implementing the project and delivering for your client. The very next step that you need to take care of is the kickoff meeting. This will be the subject of our next training here at Aidpreneur. Thank you for watching this training on contract handover for RFAs, RFPs and RFQs. Remember if you have any questions at all please don’t hesitate to contact us at training@Aidpreneur.com.