New POC Guidelines

What should we do if the POC is changed mid-project?

Purpose: This document outlines the steps to be taken when the primary Point of Contact (POC) for a project changes during its lifecycle. The goal is to ensure a smooth transition, maintain project momentum, and minimize potential disruptions.

Procedure:

Step 1: Notification of POC Change

• Upon receiving official notification of a change in the project's Point of Contact (POC) from the external stakeholder or internally, the relevant Project Manager (or designated team lead) will:
  • Acknowledge receipt of the notification promptly.
  • Document the date and time of the notification and the details of the new POC (name, title, contact information in the Slack Project Canvas).
  • Inform all relevant internal team members about the POC change.

Step 2: Initial Contact and Introduction

• If Possible, Have a Meeting with the New POC: 
  The Project Manager (or designated team lead) will proactively reach out to the new POC to schedule an introductory meeting. This meeting should aim to:
  • Introduce our team and the roles of key members.
  • Provide a high-level overview of the project's current status, objectives, and timelines.
  • Understand the new POC's background, priorities, and expectations regarding the project.
  • Establish communication preferences and protocols.
  • Address any immediate questions the new POC may have.

Step 3: Concurrent Communication

• Start sharing all updates with both the oldest POC and the newest POC: For a transition period (typically 1-2 weeks, or as deemed necessary by the Project Manager), all project-related communications, updates, reports, and meeting minutes will be simultaneously shared with both the outgoing and the new POC. This ensures continuity of information and allows the new POC to quickly get up to speed.
  • Clearly indicate in the communication who the primary point of contact is moving forward (the new POC).
  • Encourage the outgoing POC to facilitate the handover of knowledge and context to the new POC.

Step 4: Plutio Access and Collaboration

• Send email invite to Plutio: If Plutio is the project management platform being used, the Project Manager (or designated team member with administrative access) will:
  • Ensure the outgoing POC's access is reviewed and potentially adjusted based on the transition plan.
  • Send an email invite to the new POC to join the relevant project in Plutio.
  • Once the new POC accepts the invitation, provide a brief walkthrough of the platform's features relevant to their involvement in the project (e.g., task management, file sharing, communication channels).
  • Ensure the new POC has the necessary permissions to access relevant project information and contribute effectively.

Step 5: Knowledge Transfer and Issue Review

• Share any possible updates that need to be addressed and review any possible issues: During the initial interactions and the introductory meeting, the Project Manager will:
  • Share any critical updates, recent decisions, or outstanding action items that the new POC needs to be aware of.
  • Review any potential issues, risks, or roadblocks that the project is currently facing or may encounter in the near future.
  • Discuss any specific areas where the new POC's input or expertise would be valuable.
  • Provide access to relevant project documentation, including the project charter, scope of work, timelines, and past communication records.

Step 6: Transition Completion and Communication Focus

• The Project Manager will formally communicate this shift in focus to both the internal team and the new POC, reiterating their contact information as the primary point of contact moving forward.

   

• The outgoing POC will be informed that they will no longer be the primary recipient of project updates unless specifically required for handover purposes.

Important Considerations: 

• Make sure the clients are aware of the v1 scope.
• Make sure the client POC has access to the necessary tools.Whimsical, Figma, Glide, Bubble, or any related needed access