A building handover is a critical process where a completed building is transferred from the builder to the residents. This transition can be particularly challenging for new RWAs without a clear understanding of the process. To shed light on common questions and offer valuable tips, we spoke with Mr. George Samson, Assistant General Manager at Divyasree Infrastructure Projects Private Ltd.
Q1. What exactly does the building handover process entail? What are your responsibilities in this regard?
The building handover process generally involves a structured transition between the builder and the RWA, divided into two main aspects: asset management and documentation.
Asset Management: I oversee the handover of physical assets, including amenities and common spaces. This involves verifying and documenting the condition of these assets. To ensure a smooth transition, we collaborate with the RWA to review and finalize the assets. In some cases, we might engage a third-party service to create a snagging list to identify and address any issues.
Documentation: My colleagues in the CRM team manage the documentation side of the handover. We collect and maintain all necessary documents throughout the construction process, ensuring everything is prepared for the RWA by the time of handover. This includes providing detailed drawings, warranty cards, and other essential documents.
Additionally, billing is typically done quarterly in advance. By the start of the new quarter, we finalize and transfer the funds to the RWA, allowing them to handle maintenance charges. During the initial three months after the handover, we focus on facilitating a smooth transition while the RWA takes over the day-to-day management of the project.
Q2. How do you think the approach to this particular process has changed over the years?
There have certainly been notable changes. One significant shift is the increased involvement of residents in the handover process. Nowadays, residents are more proactive, often approaching builders directly to communicate their specific needs and timelines. This direct engagement helps builders align their efforts with residents’ expectations, allowing for better cost management and timely delivery.
Transitioning between builders and RWAs can still be complex and time-consuming, but having residents directly involved can smooth out many issues. When residents address their concerns early in the process, it helps resolve potential discrepancies right away. While differences can still be discussed and resolved later, addressing key issues during initial discussions can significantly expedite the handover. Many newly formed associations are adopting this proactive approach, leading to a more efficient and streamlined process.
Q3. Have there been any changes with the tools used by your company concerning the handover process?
Yes, there have been significant changes. With the integration of advanced technology, the handover process has become much simpler. For example, digital tools now allow us to manage and access historical data related to assets like roads without needing to search through physical documents. Financial records, including bank account details, are also stored digitally, making management and tracking more efficient.
Additionally, digitalization has enhanced security and compliance with data protection and privacy laws. Tools such as the MyGate database enable us to easily find and manage specific details, including construction progress, payments made, and outstanding dues.
Q4. What are some practices RWAs can adopt to ensure the process goes by smoothly?
- It can be challenging when RWA members have differing opinions. Proper discussions and mutual agreements can help unify opinions and simplify the process.
- Outsourcing to a knowledgeable third party, like an advocate, can ensure all requirements are met and discrepancies are identified.
- Creating a comprehensive list of requests and requirements will communicate your society’s needs to the builder.
Click here to download the ultimate checklist for handovers.
