Micro-listening
Project handover
What is a project handover?
A project handover transfers information and responsibility so another person can continue the work. Listen for completed tasks with have or has plus a past participle, open duties with need to, and deadlines with by. For example, 'I have checked the files; you need to update the schedule by Monday.'
Key points
- A handover separates completed tasks from work still needed.
- Present perfect phrases often report completed project work.
- 'Need to' assigns an open task to the listener.
- 'I'll' states the speaker's own commitment.
This lesson has 5 stages. You can stop at any time and continue later.
At a glance
| Form | Use it for | Example |
|---|---|---|
| have or has + past participle | Reports work that is already complete. | She has checked the final figures. |
| need to + base verb | Assigns an unfinished duty to someone. | You need to update the schedule. |
| will or 'll + base verb | States the speaker's own commitment. | I'll collect the signed forms. |
| by + time | Sets the latest acceptable finishing time. | Please send it by Monday. |
| on or at + time | Names a scheduled time for an event. | The courier arrives on Tuesday at ten. |
Stage 1 of 5
Understand
What it means, when to use it, and mistakes to avoid.
The full explanation
In a project handover, completed progress is separated from upcoming responsibilities. Present perfect phrases report finished work, modal expressions and need to assign upcoming jobs, and time prepositions establish whether an action is scheduled for a specific hour or due before a final deadline.
I have already chosen twenty community photographs for our gallery display.
Why it works: Have already chosen indicates a completed result that requires no further action.
2 more examples
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You need to make the descriptive labels by Friday noon.
You need to assigns a pending task to the listener, and by Friday noon establishes the completion deadline.
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I will bring the display boards on Saturday morning at nine.
I will states the speaker's own commitment, while on Saturday morning at nine names the scheduled arrival time.
Read the full guide
Decide why you are receiving project information
A handover happens when someone gives you information so you can continue their work. Some jobs are finished, and others still need doing. Listen for the job, the person who will do it and the time. In this situation, your colleague is leaving before a community photo display is ready. You need to find out whether your job is to choose the photos or print the labels, and when the labels must be ready. A project handover transfers information and responsibility to someone who will continue the assignment. A deadline is the latest time something must be done.
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Elena gives Carlos her notes because she starts her annual leave on Friday.
Why it works: Carlos receives information and active responsibility so the display work continues without pause.
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The team requires the final photo labels by Friday noon.
Why it works: Friday noon marks the latest acceptable time for Carlos to finish printing.
Your turn
What is the primary purpose of a project handover?
Answer: To transfer information and responsibility so another person can continue unfinished tasks
Show the answer
Answer: To transfer information and responsibility so another person can continue unfinished tasks
A handover ensures work continues smoothly by passing task information and active responsibility to someone else.
Listen first for what is ready and what remains
When listening to a project handover, build your understanding in stages instead of trying to write every word immediately. Start with an unaided gist listen to capture the main purpose: who is speaking and why? Next, listen for status words that signal whether work is complete or open. Then, track person-action-time groups to see who owns each task and when it must finish. A short gapped transcript helps you check key phrases before you review the full conversation.
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Stage 1 & 2 Focus: Listen for status cues (already, chosen) and assignment groups (person + action + time).
Why it works: Focus on the speaker's main goal first without looking at a full written script.
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Stage 3 Gapped Transcript: Elena: 'I leave tomorrow... I have [_____] the twenty pictures. You need to make labels [_____] Friday noon. I will bring boards [_____] Saturday at nine.' Carlos: 'Understood... I will finish [_____] Friday noon.'
Why it works: Use this gapped script to test your ear on key verbs and prepositions before reading the complete conversation.
You can practise this again in Project status update and Add up.
Your turn
On your first unaided listen to Elena and Carlos, what is the main situation?
Answer: Elena is transferring remaining display duties to Carlos before her vacation starts.
Show the answer
Answer: Elena is transferring remaining display duties to Carlos before her vacation starts.
Full dialogue transcript: Elena says, 'I leave for my break tomorrow, so let's review our community photography display. I've chosen the twenty pictures for our gallery wall. You need to make the title labels by Friday noon. I'll bring the wooden display boards on Saturday morning at nine.' Carlos replies, 'Understood. The picture selection is complete. I'll print the labels before Friday noon, and then we can assemble the room together.' Elena briefs Carlos on completed work and delegates remaining tasks before departing.
Separate completed work from work still needed
To separate completed work from unfinished work, pay close attention to verb forms. Speakers use have or has combined with a past participle to report a completed result, such as 'I have chosen the photos.' Completion comes from the entire phrase and its context, rather than the word have alone. The word already often emphasizes that a task is finished. When an action is incomplete, speakers frequently use 'still needs to' followed by a base verb, or negative forms such as 'has not finished yet' to show that work remains open.
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I have already chosen the community photos.
Why it works: The combination of have, already, and chosen signals a finished result.
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Carlos still needs to make the descriptive labels.
Why it works: Still needs to marks a requirement that is currently incomplete.
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We have not mounted the display boards yet.
Why it works: Have not with yet indicates an expected action that remains undone right now.
Your turn
Which sentence indicates that an action is already finished rather than pending?
Answer: Elena has already selected the community photos for the gallery.
Show the answer
Answer: Elena has already selected the community photos for the gallery.
The combination of has already selected expresses a completed result, while the others describe open work.
Match each next action to the responsible person
In a project handover, knowing who owns each action depends on contrasting 'I'll + base verb' with 'you need to + base verb' across speaker turns. When Elena says, 'I'll bring the wooden display boards,' she uses 'I'll' followed by the base verb 'bring' to state her personal commitment. In contrast, when she tells Carlos, 'You need to make the title labels,' the structure 'you need to' plus the base verb 'make' assigns a duty to the listener. In the next turn, Carlos confirms his ownership by replying, 'I'll print the labels.' Tracking 'I'll' for speaker promises and 'you need to' for delegated jobs prevents confusion over responsibility.
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Elena: 'You need to make the title labels by Friday noon.'
Why it works: 'You need to' followed by the base verb 'make' assigns an open task to the listener, Carlos.
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Elena: 'I'll bring the wooden display boards on Saturday morning at nine.'
Why it works: 'I'll' followed by the base verb 'bring' signals the speaker's direct personal commitment.
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Carlos: 'I'll print the labels before Friday noon.'
Why it works: Carlos responds with 'I'll' plus the base verb 'print' to accept responsibility and state his own commitment.
Your turn
Across the dialogue turns, how do Elena and Carlos signal who is responsible for each task?
Answer: Elena uses 'you need to' to delegate the labels, and Carlos uses 'I'll' to commit to printing them.
Show the answer
Answer: Elena uses 'you need to' to delegate the labels, and Carlos uses 'I'll' to commit to printing them.
'You need to + base verb' assigns responsibility to the listener, whereas 'I'll + base verb' expresses the speaker's own commitment to perform an action.
Distinguish a deadline with by from a planned time with on or at
Prepositions of time tell you when an action must happen or finish. The preposition by introduces a deadline, meaning no later than that specific point in time. For example, completing a task by Friday noon allows you to finish on Thursday or Friday morning. In contrast, on and at introduce scheduled times. Saying an event occurs on Saturday or at nine in the morning marks the exact planned moment of action. Confusing by with on causes workers to delay tasks that should have been finished early.
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You need to make the title labels by Friday noon.
Why it works: By Friday noon means the labels can be ready on Thursday or Friday morning, but no later than Friday midday.
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I will bring the boards on Saturday morning at nine.
Why it works: On Saturday morning at nine names the specific scheduled time when Elena arrives.
Your turn
If a colleague tells you to finish the labels 'by Friday noon', what does that mean?
Answer: You can finish them earlier, but they must be ready no later than Friday noon.
Show the answer
Answer: You can finish them earlier, but they must be ready no later than Friday noon.
The preposition by marks the latest acceptable point in time, allowing you to deliver early.
Replay with hints to hear I've, I'll and needs to
Spoken handovers in fast workplaces use reduced forms that can challenge your ear. The contraction I've sounds like /aɪv/, while I'll sounds like /aɪl/. To tell them apart, listen to the verb that follows: I've is followed by a past participle such as chosen or finished, whereas I'll is followed by a base verb such as bring or send. In phrases like 'needs to', speakers pronounce the word to with a weak vowel /tə/, producing a rapid sound like 'needs-tuh'. Recognizing these connected speech patterns prevents misunderstanding.
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I've chosen the photos.
Why it works: The sound /aɪv/ links smoothly to the participle chosen.
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I'll bring the boards on Saturday.
Why it works: The light /l/ in I'll signals a future intention or offer.
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Carlos needs to make the labels.
Why it works: The word to reduces to /tə/, sounding like needs-tuh.
Your turn
Why might a listener mistake 'I'll' for 'I've' in rapid office speech?
Answer: Both contractions begin with /aɪ/ and reduce their final consonants in connected speech.
Show the answer
Answer: Both contractions begin with /aɪ/ and reduce their final consonants in connected speech.
Because both start with the vowel /aɪ/, listening for the following verb form helps you confirm the exact contraction.
Dictate six short sentences about progress and next steps
Writing down spoken handover sentences trains your ear to catch unstressed auxiliary verbs, modal phrases, and time prepositions that govern workplace projects. Listen to each sentence, type what you hear, and check your result against the key. Focus on whether the sentence describes completed work, assigns an open task, or sets a time boundary with 'by', 'on', or 'at'. Reviewing the explanations after your attempts confirms why each structure was used and sharpens your transcription accuracy.
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Dictation 1 (Completed Work): 'I have chosen all of our display photos.' -> Answer: I have chosen all of our display photos.
Why it works: Present perfect 'have chosen' signals that selecting the images is finished.
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Dictation 2 (Completed Work): 'We have already prepared our signs.' -> Answer: We have already prepared our signs.
Why it works: 'Have already prepared' indicates a finished preparation result.
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Dictation 3 (Pending Responsibility): 'You need to arrange six tables.' -> Answer: You need to arrange six tables.
Why it works: 'Need to arrange' assigns an upcoming setup duty to the listener.
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Dictation 4 (Pending Responsibility): 'Carlos needs to write the title labels.' -> Answer: Carlos needs to write the title labels.
Why it works: 'Needs to write' marks an open task assigned to Carlos.
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Dictation 5 (Deadline with 'by'): 'You must finish your report by Friday noon.' -> Answer: You must finish your report by Friday noon.
Why it works: 'By Friday noon' sets a completion deadline permitting earlier delivery.
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Dictation 6 (Scheduled Time): 'The van will arrive on Saturday at ten.' -> Answer: The van will arrive on Saturday at ten.
Why it works: 'On Saturday at ten' indicates an exact scheduled delivery time.
Your turn
Which of the six dictation sentences describes an open responsibility assigned to the listener?
Answer: You need to arrange six tables.
Show the answer
Answer: You need to arrange six tables.
'You need to arrange six tables' delegates an upcoming responsibility to the listener, while the other sentences express finished work or scheduled arrival.
Rebuild the handover table and confirm the next action
After hearing a handover, organize the facts into a four-column verification table with headers for Task, Status, Owner, and Time. Record only details that the speaker explicitly stated; never invent a deadline for work that is already complete. To test your retention, practice completing a blank table from memory using a fresh transfer example. Finally, ask a concise confirmation question, such as 'Do I need to print the labels by Friday?', to verify critical deadlines before your colleague departs. For related practice, explore /micro-listenings/20-3/, study upcoming commitments in /grammar/future-plans/, or review schedule changes in /micro-listenings/2-2/ and /micro-listenings/1-2/.
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| Task | Status | Owner | Time | | Photo selection | Completed | Elena | None stated | | Title labels | Pending | Carlos | By Friday noon | | Display boards | Pending | Elena | On Saturday at 9:00 AM |
Why it works: This four-column verification table captures only stated facts. The finished task leaves the time column unassigned because no past deadline was mentioned.
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Fresh Transfer Scenario: 'I have printed fifty attendee workbooks. You need to assemble the supply kits by Tuesday at five. I'll bring the projector on Wednesday morning at eight.' Recall Table: | Task | Status | Owner | Time | | [1. Workbooks] | Completed | Maria | None stated | | Supply kits | [2. Pending] | Sam | [3. By Tuesday at 5:00 PM] | | Projector | Pending | [4. Maria] | [5. On Wednesday at 8:00 AM] |
Why it works: Fill each bracket from memory to verify task, status, owner, and time, then confirm with: 'Do I need to assemble the supply kits by Tuesday at five?'
Your turn
In the fresh transfer example, which confirmation question best verifies Sam's assigned deadline?
Answer: Do I need to assemble the supply kits by Tuesday at five?
Show the answer
Answer: Do I need to assemble the supply kits by Tuesday at five?
This question directly checks Sam's pending task and its exact completion deadline without confusing his role with Maria's completed printing.
Common mistakes
What learners often say, what to say instead, and why.
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Not this:
I have check the project files.Say: I have checked the project files.
Have must be followed by a past participle when reporting completed work.
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Not this:
You need updating the schedule.Say: You need to update the schedule.
Need to is followed by the base verb, not an -ing form.
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Not this:
I'll to send the invoice tomorrow.Say: I'll send the invoice tomorrow.
Will or 'll takes the base verb directly, without to.
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Not this:
The meeting is by Thursday at three.Say: The meeting is on Thursday at three.
Use on or at for a scheduled time; by gives a completion deadline.
Use it naturally
How people really use “need to”
Neutral Fine almost anywhere, at work or with friends.
Words it often goes with
- need to prepareWe need to prepare the room before everyone arrives.
- need to finishYou need to finish the list by Friday noon.
- need to checkI need to check the delivery time.
- need to arrangeWe need to arrange the chairs before lunch.
What people also say
- “You need to finish the labels by Friday.” instead of “It is necessary for you to finish the labels by Friday.”Use need to for a simple, direct task instruction.
Questions about "Project handover"
What is a project handover?
A project handover is the process of passing information, materials, and active responsibility from one colleague to another. It ensures that work proceeds smoothly when someone goes on vacation, changes jobs, or completes their phase of an assignment.
Elena gave Carlos a clear handover before leaving on vacation.
How can I tell which jobs are already finished?
Listen for present perfect structures like have or has followed by a past participle, often paired with words like already. In contrast, phrases like still needs to, haven't yet, or to-do indicate that a task remains open.
I have already chosen the photos for our gallery display.
We still need to write descriptions for each frame.
How do I know who has to do the next task?
Track pronouns and modal forms across speaker turns. When a speaker says I'll or I will, they are committing to do the job themselves. When they say you need to or could you, they are delegating the action to the listener.
I will bring the display boards on Saturday morning.
You need to make the title labels by Friday noon.
Does by Friday mean I must do it on Friday?
No. The preposition by indicates a deadline, meaning no later than that time. You are welcome to complete the task on Wednesday or Thursday. Doing the work on Friday afternoon would be late if the deadline was Friday noon.
Please submit the final labels by Friday noon.
Carlos finished the cards on Wednesday, well before the deadline.
How can I hear the difference between I've and I'll?
Both contractions begin with the vowel sound /aɪ/, but I've ends with a subtle /v/ sound while I'll ends with a dark /l/. In addition, look at the verb that follows: I've is followed by a past participle like chosen, whereas I'll is followed by a base verb like bring.
I've chosen the pictures for the exhibition.
I'll bring the display boards on Saturday.
What can I say to check that I understood my task?
Repeat the task, your role, and the exact deadline in a concise question. This allows your colleague to correct any misheard detail before stepping away.
Do I need to print the labels by Friday noon?
Should I store the boards in room two when you deliver them?
Before you go
Remember this
Separate completed work from open tasks by listening for present perfect verbs and need to. Track speaker pronouns to know who owns each action, and distinguish by deadlines from scheduled on or at times.
Stage 2 of 5
Listen
Hear it in real sentences, from short to long, and write what you hear.
0 of 4 done
Listening 1 of 4
Listen, then type what you hear. Replay as often as you need.
0:00
Read the transcript
I have chosen all of our display photos.
The present perfect phrase have chosen indicates that photo selection is finished.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- In chosen all, listen for chose-nall. The final n connects to all.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- In chosen all, listen for chose-nall. The final n connects to all.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- In chosen all, listen for chose-nall. The final n connects to all.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
Listening 2 of 4
Listen, then type what you hear. Replay as often as you need.
0:00
Read the transcript
You need to arrange six tables.
Need to expresses a requirement, followed by the base verb arrange.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- In need to, listen for nee(d) to. The d may be hard to hear before the t.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- In need to, listen for nee(d) to. The d may be hard to hear before the t.
- In to arrange, listen for tuh. The word to is short and unstressed.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- In need to, listen for nee(d) to. The d may be hard to hear before the t.
- In to arrange, listen for tuh. The word to is short and unstressed.
Try a longer clip. Listen once, then replay the part you missed.
Listening 3 of 4
Listen, then type what you hear. Replay as often as you need.
0:00
Read the transcript
Elena has already chosen our pictures, but we still need to write descriptions for each frame before Friday.
Has already chosen marks completed work, while still need to write marks open work.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- In has already, listen for ha-salready. The end of has connects to already.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- In has already, listen for ha-salready. The end of has connects to already.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- In has already, listen for ha-salready. The end of has connects to already.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
This clip is longer. Follow the instruction above the answer field.
Listening 4 of 4
Listen, then type the missing words. The rest of the text is already there.
0:00
Read the transcript
I have organized our photo collection and confirmed room reservations for our community exhibition. Now you need to prepare twenty paper labels by Friday noon. I will bring our foam mounting boards on Saturday morning at nine. If you finish those cards early, leave them inside my office cabinet so we can begin immediately.
This message combines completed past actions, a delegated task with a deadline, and a personal arrival commitment.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
Listen for
At natural speed these words change shape. Tap one to hear it again.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
- The last sound of the first word runs straight into the next word.
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Save my progressStage 3 of 5
Speak
Say it with the speaker, then use it in your own answer.
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Say it along with the speaker
I have chosen all of our display photos.
Play the line slowly, then speak at the same time as the speaker. Copy the rhythm, not just the words.
Your turn
Say it your way
You are leaving home for the weekend, and your sister will care for your fish. Speak for 30 to 60 seconds from memory. Explain what you have finished, what she needs to do, and the times or deadlines for those tasks.
Use: I have already need to at nine
Think for ten seconds, then answer out loud for as long as the task above asks, without looking at the lesson. Nothing is sent unless you ask for feedback.
0:00
Hear how someone else might say it
Thanks for looking after my fish this weekend. I have already cleaned the tank and bought more food. The food is in the kitchen cabinet, beside the cups. You need to feed the fish on Saturday morning at nine. Please give them one small spoon of food. You also need to check the light before you leave. Turn it off by Saturday evening. I will come home on Sunday afternoon at three. If anything looks wrong, call me. Our neighbor can help too.
Try once more and answer this: How much food should I give the fish?
Stage 4 of 5
Write
Write about your own day or week using it, then write a message.
Write
Put it in your own words
- I used “need to”.
- It is about my life, not the lesson’s example.
- I read it once aloud to check it sounds right.
Write your own response
Choose a situation and write 30–50 words in your own wording. This is separate from typing the exact words in a recording.
Check your own writing
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