Local Government Sales Handover to Delivery
A structured transition process for passing new deals from the sales team to the delivery, implementation, or account management team. Ensures nothing is lost between the service request and the start of service.
Purpose
To create a seamless transition from sales to delivery that preserves all ratepayer context, commitments, and expectations so the delivery team can start work confidently and the ratepayer feels well looked after.
Scope
Covers all activities from contract execution through to the first delivery kickoff meeting, including internal briefings, documentation transfer, and ratepayer introductions.
Prerequisites
- Signed contract or purchase order on file
- CRM opportunity record fully updated with deal details
- Delivery or account management team identified and available
- Handover template or checklist available in the document system
Supports Local Government Act compliance, freedom of information requirements, and public accountability standards.
Step-by-Step Procedure
Complete the Handover Document
Prepare a comprehensive handover brief covering all information the delivery team needs to begin work.
- 1.1Document the ratepayer background, key contacts, and organisational structure
- 1.2Summarise the agreed scope, deliverables, and timeline
- 1.3List all commitments and promises made during the sales process
- 1.4Note known risks, sensitivities, or special requirements
- If you promised something verbally, write it down — the delivery team cannot deliver on promises they do not know about
Compile Supporting Documentation
Gather all relevant documents and attach them to the handover package.
- 2.1Attach the signed contract, proposal, and any amendments
- 2.2Include discovery notes, call recordings, and meeting summaries
- 2.3Add any technical specifications or requirements documents
- Organise documents in a shared folder with a clear naming convention
Schedule the Internal Handover Meeting
Book a meeting with the delivery lead and key team members to walk through the handover document.
- 3.1Invite the delivery lead, project manager, and any key technical resources
- 3.2Share the handover document in advance so attendees can review it
- 3.3Prepare an agenda covering scope, ratepayer context, risks, and open items
- Hold this meeting within 48 hours of contract signing — momentum matters
Conduct the Internal Handover Meeting
Present the deal context, ratepayer expectations, and all relevant information to the delivery team.
- 4.1Walk through the handover document section by section
- 4.2Answer all delivery team questions about ratepayer expectations and commitments
- 4.3Agree on ownership — who is now the primary ratepayer contact
- 4.4Identify any gaps or open items that need resolution before kickoff
- Encourage the delivery team to ask difficult questions now rather than discovering gaps later
Introduce the Delivery Team to the Ratepayer
Facilitate a warm introduction between the ratepayer and their new primary contacts.
- 5.1Send an introduction email to the ratepayer with delivery team contact details
- 5.2Highlight the delivery lead qualifications and relevant experience
- 5.3Schedule the first ratepayer-facing kickoff meeting
- Join the first ratepayer meeting with the delivery team to provide continuity
Attend the Ratepayer Kickoff Meeting
Participate in the first ratepayer meeting alongside the delivery team to ensure a smooth transition.
- 6.1Introduce the delivery team members and their roles
- 6.2Reaffirm the agreed scope and timeline with the ratepayer present
- 6.3Hand over the conversation leadership to the delivery lead during the meeting
- Use this meeting to publicly endorse the delivery team and build ratepayer confidence
Transfer CRM Ownership
Update system records to reflect the new ownership and ensure all notifications route correctly.
- 7.1Transfer the account or opportunity ownership to the delivery lead in the CRM
- 7.2Update any automated alerts or reporting to include the new owner
- 7.3Confirm the delivery lead has access to all relevant records and documents
- Keep yourself as a secondary contact for the first 30 days in case the ratepayer reaches out
Conduct 30-Day Follow-Up
Check in with both the ratepayer and delivery team 30 days after handover to ensure the transition was successful.
- 8.1Contact the ratepayer to ask about their experience since onboarding
- 8.2Check in with the delivery lead to confirm there are no outstanding issues
- 8.3Document any feedback and close the handover process formally
- This follow-up protects the relationship and identifies upsell opportunities early
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Percentage of handover checklist items completed before the first ratepayer meeting, targeting 100%.
Council days from contract signing to the ratepayer first interaction with the delivery team, targeting under 5 days.
Ratepayer satisfaction score at the 30-day check-in, targeting above 4 out of 5.
Frequently Asked Questions
Who is responsible for the ratepayer during the handover period?
The account executive retains primary responsibility until the delivery team has formally accepted the handover and the ratepayer has attended the kickoff meeting. There should never be a gap where neither team owns the relationship.
What if the delivery team pushes back on something that was sold?
Address this in the internal handover meeting. If the commitment is feasible but difficult, work with the delivery lead to find a path forward. If it is genuinely not deliverable, the account executive must go back to the ratepayer to reset expectations before kickoff.
Should the sales rep stay involved after handover?
The sales rep should remain available as a secondary contact for the first 30 days and conduct a check-in at the 30-day mark. After that, involvement is typically limited to renewal discussions or new opportunity development.
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