Officer Training and Transition“Tips on Passing the Baton”

Provides for the transfer of significant organizational knowledge.

Minimizes the confusion of leadership changeover.

Gives outgoing leaders a sense of closure.

Utilizes the valuable contributions of experienced leaders.

Helps incoming leadership absorb the special expertise of outgoing leadership.

Increases knowledge and confidence of the new leadership.

Minimizes the loss of momentum and accomplishments of the group

Benefits of a thorough Officer Transition

Begin early in the year to identify emerging leaders in your organization.

Encourage potential leaders through personal contact.

When officers have been elected, orient them as a group with all the outgoing officers. This provides new leaders an opportunity to understand each other’s roles and start building their own leadership team.

Share with them the benefits of leadership; clarify responsibilities of the position.

Help new leadership become acquainted with the available resources; have a meeting with the faculty advisor(s) and meet Student Life Liaison (Mardi Roebuck-Knight).

Be sure to transfer the knowledge and information necessary for them to function well. An organization history might be helpful.

In order to look forward……begin thinking NOW

Retreat #1: Outgoing/ Incoming Officer RetreatIcebreakers (can be done throughout the retreat)

Evaluation of year’s events by outgoing officers

Officer exchanges (notebooks, list of duties, etc.)

Goal reports by outgoing officers

Outgoing officers depart, leaving the new officers to discuss the upcoming year

Expectations of one another

Goals for the coming year

Ideas and calendar of events

Budgetary concerns

Closing – motivational activity

Plan a Retreat!

Retreat #2: New Officer RetreatIcebreakers (learning names, etc.)

Review of constitution, bylaws and policies

Self-expectations and expectations of one another, advisor, members, etc.

Team-builders (throughout)

Goals for upcoming year

Budgeting

Events for the upcoming year

Closing – motivational activity

Plan a Retreat!

Keep 1 Binder for EACH Officer

A notebook or binder can be shared during meetings with your replacement. • It should cover all aspects of your responsibilities and how those

tasks fit into the organization’s big picture.

• Recommend that your replacement file “historical” documents in the notebook such as meeting minutes when s/he has become comfortable with the information. That way, the notebook or binder can be used as a working tool rather than something to be completed at the end of the year (usually during finals!).

• Each club is different so feel free to add and delete topics. Your replacement will thank you throughout the year!

Transition Notebook or Binder

Introduction

Advisor Information

Official Documents

Events Information

Membership Information

Evaluation/ Annual Report

Training Information

What to keep in the Notebook or Binder

Complete an Officer Update Form with new officer information. Set up a transition meeting and/or plan a retreat.

• Don’t just drop off a binder and leave a note that says, “Good Luck!” Make sure that the outgoing and incoming officers meet together – uninterrupted.

• Retreats are a fun way to train new officers

Share files related to your position and organization.• What? You don’t keep any files? At least make notes on important projects or

tasks that were completed.• Other important documents include: Constitution/Bylaws/Mission, Committee lists

and descriptions, Contact lists, Annual Calendar of events, Evaluations, Meeting Minutes & Agendas

Review calendar of the year.• Take out a calendar of this school year and review it together. What were the busy

times? What kinds of things should the new officer anticipate? You may not remember how crazy it was last fall, but looking at your calendar may jog your memory.

Officer Transition Checklist

Make introductions to resources.• Schedule time to visit Student Life to meet the Student Life staff.• Know where Student Leadership Council is located.

What can Student Life do for you?• Summer Retreat Information (great for incoming officers)• Student Life Fair• Living Leadership Workshops for Clubs• Room Reservations• Assist with financial questions• Fundraising Brainstorming• Travel Information (college vehicle use)

Review past and future organization events• Which events were successful? Which should be continued? What can be

improved?• When does planning start? Who do I need to talk to?

Officer Transition Checklist continued…

Next steps• Work together to make a list of “Things to do” for the

incoming officers. Which items need their attention now?

• Make this list together so the outgoing officer can help with direction.

• Make sure to trade information so that the outgoing officer can be a resource in the year ahead.

Having this information should help prepare the new officers for the upcoming year and the new road ahead!

Officer Transition Checklistcontinued…