Ten Questions to ask when a project is being transitioned to you from another Project Manager

There will be a time in your project management career when you are asked to take over the management of a project from another project manager. When transitioning from another project manager, it's important to ask the right questions to ensure you understand the project's current status, challenges, and next steps. Here are ten key questions to consider:

1. How has the project progressed so far? Be sure to obtain a good understanding of the overall progress of the project, the key milestones reached, and any pending tasks or deliverables. Review the project schedule or the backlog with the product manager, project manager and/or Scrum Master.

2. Who are the key stakeholders, and what are their expectations? Get to know the primary stakeholders, their roles, communication preferences, and any concerns they may have. Review the communication log. Review the stakeholder analysis document. If there is no stakeholder analysis, take the time to conduct one now, with the assistance of the outgoing PM.

3. Who is in the core project team, what are the roles and responsibilities of each? It’s important to understand the team dynamics, their roles, their responsibilities, and any personnel issues that might exist. Ask the outgoing PM where the team is in their development (storming, norming, etc.) and if possible, have the outgoing PM introduce you to the team in a formal handover meeting.

4. How is project success being measured? Your organization may already have defined KPIs or criteria for measuring project success. Clarify with the outgoing PM which of these criteria or KPIs are being used and determine whether there are any essential KPIs or criteria that are missing. Understand whether there have been any changes in success criteria since the project began.

5. What key decisions have been made so far? Review the major decisions that have been made so far, why they were made, who signed off on the decisions, and how they impact the project moving forward.

6. What are the upcoming critical deadlines or milestones? It is important to identify and understand what immediate priorities exist and what key deadlines must be met to maintain the project’s momentum or to get the project back on track.

7. What are the outstanding risks or issues? Discuss the known risks and any current or anticipated issues that need immediate attention. Ensure high probability risk and high impact issues are documented within a project artifact.

8. What is the current status of the project budget? It is crucial to gain insight into the project’s finances. Review with the outgoing PM, the remaining budget, the allocation and costs of resources, and any constraints that exist on the budget.

9. What tools and documentation are being used? Your organization may have standard tools and processes that are used when managing projects. However, if the PM has the leeway to choose tools, ensure that you know what those tools are. If the outgoing PM is using tools that you are unfamiliar with, arrange for some time to learn these tools and to obtain tips and shortcuts from the outgoing PM. Ensure that you know the storage location of all key documents so you can stay organized and informed.

10. Are there any contractual or legal obligations to be aware of? Review all agreements, contracts, and compliance requirements that could affect the project. Get a good understanding of any vendor contractual deliverables that need to be met before contract closure. Ensure that going forward you are copied on invoices and other billing documents.

These ten questions will aid you to get a comprehensive understanding of the project and prepare you for a smooth transition.