1. Leadership Development Series March 28, 2012
Officer Transition 101
Leadership Development Series
March 28, 2012

2. Today we will cover What is Officer Transition? Getting Started
The Officer Notebook
Incoming & Outgoing Officer responsibilities
Transition Meetings
Officer Transition Checklist

3. What is Officer Transition?
Officer transition is the process by which you transfer power and information to incoming officers.
An effective officer transition allows outgoing officer to exit smoothly and incoming officers to hit the ground running.
Provides an opportunity to maintain continuity of programs and membership.

4. What is Officer Transition?
Provides a way for the organization to avoid starting over every year.
Allows the organization to build on the knowledge and experience of outgoing officers.
Helps incoming officers begin their term with confidence and knowledge.

5. Getting Started This process takes time, so start early!
Outline a plan for the transition with current officers and your advisor.
Nurture future leaders.
Make sure your elections are early in order to have an effective transition.
Compile and Update Officer Notebook.

6. The Officer Notebook
To effective transition, each officer must have records, notes, job description, and an evaluation of the past year.
Officers should regularly update their notebook so they don’t have to scramble at the end of the year.
Officers can keep a monthly officer report which encourages officers to keep notebooks updated.

7. The Officer Notebook Officer notebooks should include:
Constitution & Bylaws of the organization
Officer job description
Meeting minutes
Contact information for vendors/resources
Timeline and relevant deadlines
A list of annual events
A copy of the organization’s history
Process of reserving rooms
Budget information & invoices

8. The Officer Notebook Program evaluations Copies of promo materials
Information about current problems or challenges
Recommendations for future officers
Suggestions on how things can be improved
Copies of important correspondence
Advice/Suggestions

9. Incoming Officer Responsibilites
Make sure you understand the responsibilities of your new position.
Gather as much information as possible from outgoing officer, advisor(s), etc.
Set goals for yourself.
Make sure you attend all transition meetings.
Be committed to the process.

10. Outgoing Officer Responsibilities
Keep records updated!
Finish up all business with the organization.
Evaluate your year on a personal level.
Evaluate your year on an organizational level.
Attend all transition meetings.
Be committed to the process.

11. Transition Meetings
Meeting # 1: One on One Meeting with old and new officer.
Hand over Officer Notebook and review together
Discuss existing resources that are helpful
New officer needs to come with a list of all questions
New officers must leave this meeting with a firm grasp of their duties.

12. Transition Meetings Meeting #2 - Incoming Officers
This is a meeting where all of the incoming officers come together and begin to set their goals for the upcoming year.
This is also an opportunity for new officers to get to know each other and figure out how they will work together.
New officers can begin to develop a calendar of events for the upcoming year.
Create a list of any questions that were not answered during the one on one meetings.

13. Transition Meetings
Meeting # 3 - Incoming Officers, Outgoing Officers, & Advisor(s)
Review the goals and calendar that the incoming officers set.
Ask any questions that may have come up during the incoming officer meeting.
Ask outgoing officers if they are willing to serve as a resource for next year.
Make sure everyone is on the same page.

14. Leadership Transition Checklist
See the Leadership Transition Checklist for more information on how to lead and effective transition.
Provide copies for all of your incoming and outgoing officers.

15. Keys to an Effective Transition
Keep communication open between incoming an outgoing officers.
Outgoing officers need to remember to release the reins and let others take over.
Stay involved in the process.
Leave it better than you found it!

16. Reflection How effective is our current officer transition?
How can I improve the officer transition for my organization?
Is an effective officer transition necessary for the success of my organization?