2GoalA thorough and intentional leadership transition plan will provide an organization with continuity so that next year’s officers can build on the knowledge gained rather than starting from ground zero. We aim to provide ideas and suggestions for you. Take pieces that will work for your group.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
3Ice BreakerGet into groups of three and place a blindfold on one personThe two without the blindfold will instruct the person without sight on how to construct a Play-doh figure exactly the way it is pictured on the next slideInstructors may not physically touch the Play-dohInstructors can NOT name the object to be built!Good luck!Have bags ready-blindfold, and designated amount of lego pieces
4Ice BreakerThe point of this exercise is to emphasize the importance of not coming into an officer position “blind”.By giving yourself more transition time and having more communication between old and new officers, this can be easier and more beneficial for your club!This session aims at “taking off the blindfold”These are the topics we are going to cover that can aid in transitions-ending with a checklist that encompasses all of these suggestions
5Taking off the Blindfold Year long transitionBindersRetreatsChecklist/TimelineUsing your AdvisorUsing the Office of Student InvolvementNext Steps for your Club
6Never Too Early To Start Yes, this is October, but it may be good to start thinking about right now!Creating a year long transition periodPresident in TrainingTreasurer in TrainingEncourage potential leaders through personal contactBegin 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 OSIBe sure to transfer the knowledge and information necessary for them to function well. An organization history might be helpful.
7Club Binders Have a binder specific to EACH officer position Add to it as the year progressesWhat to include…Contact lists (past & current officers, resources, advisor)OrgSync and logins and passwordsMeeting minutes, notesEvent InformationNotes, tipsSpecific responsibilities for each officer roleMid/End of Year ReportA 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!IntroductionAdvisor InformationOfficial DocumentsEvents InformationMembership InformationEvaluation/ Annual ReportTraining Information
8Think About Your Experience What do you wish you knew?What resources did you wish you had/knew about?What did you learn the hard way?What did you like/dislike as a member?What did your previous officers do well in transitioning you in?What is the most difficult/confusing aspect of my position?Resources that helped me the most in my position?What do you wish you had done, but didn’t?What needs to be done immediately this fall? (versus what has more a flexible time line)*Need pens and paper!The answers to these questions would be useful material to include in binders-this info will be helpful to future officers so they don’t have to struggle with these questions anew every year!Good info to share with old/new officer retreat-pass on the knowledge to help the club grow from past leaders and past experience
9Retreats Outgoing/ Incoming Officer Retreat (or extended meeting!) Introduction/IcebreakersDiscussion of past year’s eventsOfficer Exchanges (Binder sharing!)Outgoing officers depart, leaving the new officers to discuss the upcoming yearExchange Contact Info (if not already in binder)Expectations of one anotherGoals for the coming yearIdeas and calendar of eventsBudgetary concernsDisclaimer: this “retreat” can be an extended meeting-can be on campus, at someone’s house, etc. DOES NOT have to be fancy and overly structured!
10Retreats New Officer Retreat Introductions/Icebreakers (learning names, etc.)Review of mission, purpose, goalsSelf-expectations and expectations of one another, advisor, members, etc.Team-buildering exercisesGoals for upcoming yearBudgetingEvents for the upcoming yearTask List Moving ForwardThese retreats can be combined-start with old and new and then transition into just new officers in order to look at the club “moving forward”
11Checklist/Timeline Retreat/Meeting for Incoming/Outgoing Officers 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.BindersStart generating a master binder for club specific infoOfficers-start compiling individual position binders (ask for help from past officers!)Other important documents include: Constitution/Bylaws/Mission, Committee lists and descriptions, Contact lists, Annual Calendar of events, Evaluations, Meeting Minutes & AgendasPresident/Treasurer in trainingHave Presidents (current and future) work together on end of year reportPresident/Treasurer?Schedule ElectionsLook at earlier elections to allow other positions AT LEAST a one month transitional periodLess stress!-more time to transition so elections aren’t happening close to finals!
12Checklist/Timeline Update OrgSync End of Year Report New meeting time and locationsNew officer informationEnd of Year ReportCurrent/Future President collaborationInclude in Club Binder
13Utilizing your Advisor Schedule a meeting to introduce new officersPass along contact informationRoles and Expectations of each otherOfficer responsibility to communicateAdvisor can offer…Ideas for growthChallenge and support the club/officersIdeas of Events/Functions, meeting contentAid with club maintenance
14Utilizing the Office of Student Involvement Student Organization Resource Room-GSC 220Open 24/7SGA Budget System/SORF BoardStorage Bin Availablexavier.edu/clubs
15Next Steps Next steps Binders-Club and individual positions Discuss/Identify upcoming leaders (President and Treasurer)Talk about moving up electionsCommunicate with past officers (if not already done so)Having this information should help prepare the new officers for the upcoming year and the new road ahead, and help make your club as efficient and awesome as possible!