Tips to secure a successful contract transition in Facility Management outsourcing - Handiman

Transition is considered to be the foundation of an outsourcing partnership. A new collaboration can fail badly and suffer if the contract transition creates issues like delays, quality compromise or downtimes. A well planned and thought out contract transition management or CTM can assure a great collaboration and a great start for both partners. 

A smooth transition for a contract depends on CTM that helps in transitioning from one service of facility management to the next one. 

A contract transition management should consider the infrastructure for a start and technology involved, collaboration and the people involved in role-playing, change managements and responsibilities distribution, managing risks or changes. 

Key features to help in attending a successful contract transition are :

• A CTM should start at the pre-contract stage and continue along during contract development and actual transition and stay after few months the new collaboration begins to ensure commitments to be successful, targets are reached and any corrections needed are made during the collaboration.
• A transition contract to get successful has to have a risk management plan. Any potential risks that may occur and its effects on the transition should be addressed and proper planning to manage these risks is vital to ensure a smooth transition. 
• Transitioning structure is very important and varies from one company to another. Having guidelines for proper practices and having a structured model, proven methods for quality control, performance and evaluation of performance-based roles and responsibilities is necessary. 
• Management of people is the most vulnerable aspect of a transition contract.

The contract transition time between providers may create havoc and risk financial aspects for all the partners. A commitment by the existing provider to transfer to the new provider while there is less operational impact to the facility occupants is needed. A CTM team along with third parties alongside can support the partners involved to minimize these risks. 

A thought out well planned change management of people much be inserted into the contract transition management. All the parties involved must work with total transparency and help in protecting the procurements. Great communication is important between the change management for the future is important and a part of the transition plan. 

Both the facility manager and the service provider must collaborate as a good partnership. 

• The stakeholder analysis and the scope of the project to be incorporated to communicate with all the stakeholders about the targeted change management.
• Induction of high quality and training is vital to keep employees and be ensured of their efficiency and competence to match the new partner requirements.

• Any help for a third-party can be taken to help with the transition. Dependent on the complexity of the transition, there may be a need to assign a third-party consultant to perform evaluations that includes computerized data accuracy, doing a survey to ensure the correctness of the data versus the actual assets. They may even help in creating a contract transition management plan, checklist, schedule and risk management plan.
• An efficient monitoring program should be induced throughout the contract to show the new partner the service management, improvements, fulfilment of the proposition, either the provider has fulfilled his part of the partnership or enhanced it for his partner. This may help the service provider in a contract extension in the future. 

      Handiman Facility Management company was established in the year 1998, since then has evolved as a custodian of over 150 projects comprising of corporates, industries, commercial & residential and powered by a workforce of around 3000+ who have the expertise of maintaining over 100 million sq. feet space.

Visit us at www.handyman.in to take a glimpse of our accomplishments and journey.