A Client Handover Meeting in Ortigas: Finish the Project Clearly
The files are ready, but the client still needs to know which version to use, who has access and what happens after delivery. A dedicated handover meeting gives freelancers, agencies and small project teams time to walk through those details together.
Plan the session around a practical result: the client can find the agreed deliverables, understands how to use them and knows where to raise any remaining questions.
Create a handover index
Before the meeting, put the deliverables in one simple list. Include the item name, current version, location and owner. Mark what is final, what is awaiting approval and what falls outside the agreed scope. An index is especially useful when the work includes several folders, documents or design files.
Check the links using the access level the client will actually have. Do not assume that a file opening on your own laptop means it will open for someone else.
Choose who needs to be in the room
Invite the people who will use the work and those who can clarify the remaining decisions. If someone else will maintain the files or operate a tool, include them in the demonstration rather than relying on a second-hand summary.
Let participants know what to prepare. They may need a laptop, an approved account or a list of questions. Share the agenda and the handover index ahead of time so the meeting does not begin with a search for missing links.
Plan the demonstration around a real task
Show the client how to complete one common task using the delivered work. For a content project, that might be locating the approved post and its caption. For a reporting project, it might be finding the latest figures and identifying who supplies the next update.
Then let the client try. Watching a demonstration and being able to repeat it are different checks. Note unclear instructions so you can improve the handover guide before the project is closed.
Keep decisions, access and next steps clear
Handle access without sharing passwords in the meeting notes
Where a service supports it, use individual invitations and appropriate roles. Let each person enter their own credentials. Do not display or copy passwords, recovery codes or private account information into the handover document. Record who should have access, and confirm any later removal of temporary access through the agreed process.
Separate acceptance from new requests
Ask which deliverables meet the agreed brief and record specific remaining issues. A new idea may be useful, but it should not silently become part of the original scope. List additional requests separately so the parties can decide how to handle them.
Summarise what was accepted, what still needs attention and who owns each next action. Confirm any support arrangement using the terms already agreed. Do not invent a support period during the meeting.
Leave with a short written summary
Your handover summary can be simple: deliverables reviewed, access checked, open questions, owners and next dates. Share it through your agreed channel. Keep the final files in the designated location instead of creating several competing “final-final” versions.
Plan your handover session at The Hangout Ortigas
If you want to bring the team and client together, send The Hangout your preferred date, complete schedule, headcount and demonstration needs. Mention any screen, connection or equipment requirements so the team can confirm the arrangement and current quote. Do not assume equipment or technical support is included.
If a participant is joining remotely, plan a test of the actual meeting link and audio before the discussion starts. Allow for that preparation when requesting your room time.
The Hangout Coworking Space Ortigas is at Unit 2408, 24th Floor, Tycoon Center, Pearl Drive, Ortigas Center, Pasig City. Call 0917 193 1276 or email hangoutcws@gmail.com to ask about a suitable conference-room booking.
Comments