Construction is almost complete! Now what?

Before you archive your drawings and move to the next project, your team must complete a project handoff with the owner operator group. This transition closes the design and construction phase and begins the operation and maintenance phase of the building.

What is a project handoff and who is involved?

A project handoff is a transition of a complete construction project from the architecture, engineering, and construction (AEC) team to the owner operator team.

This moment marks the end of the design and construction phase and the beginning of the operations and maintenance phase. With inspections complete and the Certificate of Occupancy issued, the space is ready for tenants to move in.

During design & construction, the AEC team handled management of the asset on behalf of their client: the owner operator. The owner operator will now manage the real estate asset for as long as they own it.

Owner operators engage in capital planning, determining whether to expand or contract their facilities. During design handoff, they might involve the maintenance team or tenants who leased the space. This ensures a holistic approach to asset management.

How can architects prepare for a smooth handoff to owner operators?

The tone for project handoff is set even before a project even begins. By aligning your expectations with the clients ahead of time, you can work towards those goals during the project lifecycle. For instance, if your client requires a BIM file upon completion, you should implement a BIM execution plan at the start of the project.

The AEC industry is unique in the fact that it produces mostly bespoke products. That means every project is slightly different. Even so, there are consistent practices that help architects deliver clean and useful handoff documents.

Here’s our checklist for architects to prepare for a successful project handoff:

1. Create a close out plan during project kickoff

Discuss handoff requirements & communication strategies before design begins. What documentation is contractually required for project handover? Clarify drawing formats, model expectations, and documentation standards. Decide how you will share deliverables. Confirm whether the client can open the model or needs a viewer.

How will you share deliverables with your client?

Ask the owner operator what data they might need from design files and how they might use it. Do they have design tools such as Revit in house, or should you provide viewer access?

2. While the project is in construction, revisit your initial hand-off plan

Don’s wait until the final week to assemble turnover materials. Start gathering the necessary pieces for the final handoff package while construction progresses instead. Include the general contractor, subcontractors, and other consultants if they were not part of your early discussions.

Update your checklist as RFIs, submittals, and changes occur. A structured approach helps reduce missing information.

3. Document Your Final Walkthrough After All Change Orders Are Complete

Complete all change orders, then conduct and document a thorough final walkthrough of the facilities. This is your verification that the final product (your space) matches the contract documents.

4. Provide an Up-to-Date and Comprehensive Project Manual and Drawing Set of the Facility

The project manual serves as a comprehensive record of the project. It includes requirements, specifications, and construction procedures that will be relevant to operations.

5. Go Above and Beyond to Support Your Client!

• Train and onboard the owner and the facilities team on how to use the relational database.

• Offer and provide ongoing support while the facility is operational.

• Use a structured database instead of spreadsheets and folders to transition design projects from kickoff to handover.

How digital systems simplify the project handoff process

Architects create the majority of the building data that supports operations. This data must be structured so it can be reused and referenced. Many teams still pass information through spreadsheets and email.

The challenge with this solution is that these spreadsheets are not living documents. They are updated and then emailed between the team and the client. It’s impossible to build links between datasets without risking broken links or requiring manual copy-pasting between tabs.

A structured digital system can support connections between information sets. It can link door hardware to door types. It can associate equipment data with room locations. It can show how RFIs, submittals, and change orders shaped the final design. These systems act as organized information environments that connect drawings, specifications, and operational data.

A structured system also supports clear deliverables. It can generate project status reports, FF&E catalogs, and Room Data Sheets. It can automate notifications and approvals. It can consolidate building history into a usable record.

How to prepare your documentation for a smooth handover

• Prepare for a smooth building project handoff to an owner or operator.

• Store as-built drawings of your project so that they’re accessible to the owner-operator and their team. Connect as-built drawings to other data, such as equipment specifications.

• Enable owner-operators to access the BIM file without downloading specialized AEC software. This digital representation of the facility is critical for maintenance and capital planning.

• Link equipment warranty and maintenance information to their respective locations in the space. Owner-operators can share that information with facility managers.

• Provide access to the project’s full history to give context about the project’s trajectory, including RFIs, change orders, and submittals.

How can you use Layer to handoff facilities data

Architects can streamline handoff by using a connected project information system early in design. Layer provides a structured environment for project data. Teams can store models, drawings, and field information in one place. They can also connect this information to specific rooms, equipment, or assets.

• Prepare a clean digital package for the owner operator

• Store as built drawings in a central system

• Connect drawings to equipment, finishes, or maintenance data

• Allow owner operators to view the BIM model without special software

• Link warranty and maintenance information to specific locations

• Capture building history, including RFIs and change orders

How Layer helps streamline facilities operations & maintenance

A structured environment supports operations long after construction ends. Owner operators can navigate the building data without tracking emails or folders.

• Onboard your onsite staff with a single click. Introduce your facilities team to the project by sharing floor plans, building systems information, and room data.

• Create and organize maintenance requests. Enable facility managers to create tickets and link those tickets directly to equipment on the floor plan. Track the status and assignments of those tickets in a single spreadsheet.

• Prepare for future capital improvement projects. Keep tabs on potential design improvements by entering ideas into a database and tagging respective areas on the floor plan.

• Hand off up-to-date building data to other architects, engineers, and contractors. Update the building data as aspects of the design change to speed up information handoff to new consultants later.

Summary

Don’t hand off a stack of binders and loose drawings. Provide a clear and organized digital package. A structured system protects your work and helps the owner operator understand the building.

A clean handoff saves time, reduces confusion, and builds trust. It also positions your firm for future work.

If you’d like to learn more about how a tool like Layer App can assist your project handoff process, schedule a call with our team.