Passing the Torch

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Passing the Torch

• Transitioning New Leaders
• in your
• Student Organization

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What is Leadership Transition?

• A leadership transition refers to the process by
• which one leader is replaced by another,along
  with
• the breadth of knowledge and information
• necessary to be successful in that position.

3
Wrap Your Brain Around This

• The final test of a leader is that he leaves
  behind him in other men the conviction and the
  will to carry on.
• -Walter Lippmann
• The ultimate leader is one who is willing to
  develop people to the point that they eventually
  surpass him or her in knowledge and ability.
• -Fred A. Manske, Jr.

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Goals of Transitioning

• Provide closure for outgoing officers
• Train new officers
• Preparing members for new leaders
• Maintain consistency for the organization

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Whose Responsibility Is It?

• Outgoing officers
• Newly elected officers
• Advisors
• Members

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Why Bother?

• Officer transitions are stressful!
• Officer transitions can lead to tension, hard
  feelings, and a severing of communication
• Officer transitions can lead to miscommunications
  that place the organization at a disadvantage

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Four Steps to Leadership Transition

• Select the incoming leader (i.e. elections
  process).
• Provide any information needed to the new leader
  about the organization and their position.
• Transmitting this information into a readable
  format that is easy to understand. For example,
  officer notebooks or digital files.
• Shift the outgoing leader out while at the same
  time moving the incoming leader into their new
  leadership responsibilities.

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Step One

• How does your organization decide who the next
  leaders will be?
• All organizations select their executive board
  differently.
• How Does Your Organization Do It?

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Step Two
What method will your organization use to
transfer outgoing officer information
to incoming leaders? i.e. Officer Training
Workshop, Evaluations.
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Step Three
How does your organization plan to put this
information into easy-to-read format? For
example Officer Manuals, Financial Records,
Constitution and By-laws,
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Step Four
What process does your organization use to shift
from outgoing leaders to incoming leaders? Is
there a ritual or are the new officers sworn in?
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Closure for Outgoing Officers

• Throughout the year, keep meticulous records
• Reflect on the years accomplishments and
  disappointments
• Reflect on what you learned from your experience
  as an officer
• Determine how policies and procedures can be
  improved
• Communicate, Communicate, Communicate!!
• Implement a new tradition to honor outgoing
  officers and to welcome new officers

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Its Time To Let Go
When your term in a certain leadership position
has ended it is your responsibility to step back.
But with that being said it is still necessary
for you to be an available resource to the new
leader in your past position.
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Remember
No one ever said leadership transition is an easy
thing to dochange and transition can be very
difficult. The important thing to do is make this
transition as painless as possible and with
organization and effective communication, A
SMOOTH TRANSITION is achievable! Dont just drop
off a notebook full of information for incoming
officers. Schedule time to work through the
information with them Never assume that incoming
officers already know what their position
entails.
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Training New Officers

• This can be done several ways, so long as all
• incoming and outgoing officers and advisors are
• present.
• Meeting
• Retreat
• Shadowing
• Whatever method you choose, be sure that an
• agenda is planned and notebooks have been
• created.

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Retreat For The Hills
Retreats can be used for 1. Team Building 2.
Training 3. Communication 4.
Problem-Solving This is a perfect time to
discuss officer transition as well as
new officer training. SPAC can assist your
organization in planning your retreat.
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Basic Housekeeping

• Officer Roles and Responsibilities
• Policy Manual
• Websites
• Mailboxes
• Annual Calendar

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Financial Issues

• What is the financial status of the organization?
• How does the organization receive its funding?
• Who has signature authority on bank accounts?
• What are the procedures for spending
  organizational funds?

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Contacts and Resources

• Which faculty and staff members will I be working
  with regularly?
• Will you introduce me to them?
• Which companies, contractors, or other vendors do
  we regularly use?
• Are there any companies that I should avoid using?

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Brainstorming

• What were the best and worst experiences this
  year?
• What are your ideas for the future of the
  organization?
• What do you wish you had done differently?
• If you had one more year as an officer, what
  would you add, take away, or change?

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Goal Setting and Organizational Direction

• A difficult balance between embracing your roots
  and moving forward.
• New officers must be on the same page.
• How can we help to ensure the future of our
  organization on this campus?
• In what ways is our organization outdated and/or
  in need of change?
• How can we better market our organization to new
  members?
• How is our organization adding to the UC Davis
  experience?
• What practical goals can we accomplish this year?

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Pass it On!

• Constitution and/or by-laws
• Statement of mission, philosophy, goals, and
  purpose of the organization
• List of committees, descriptions, and the officer
  responsible
• Member, officer, and advisor contact list
• Contact information of important people/offices
  on campus
• List of basic annual procedures/Calendar of
  events
• Webpage and webmaster information
• Email and Listserv logins and passwords
• Any historical records of the organization

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Other Things to Include

• President
• Job description for all officers
• Financial Record
• Secretary
• Contact information for all members, advisors,
  and alumni
• Records of group history, particularly if the
  group does not have a historian
• Guidelines for meeting minutes and agendas

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• Event/Social Chair
• Budget information
• Event contracts
• Relevant ideas that were not accomplished
• Event planning checklist
• Event resources and vendors
• Treasurer
• Financial Records
• Contact information for all banking needs
• Advisor contact information
• Student Life Fund allocation information
• Fundraising information

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One More Thing.

• Is your officer structure conducive to change?
• If what you have is not working for your needs,
  change it!
• There is a broad continuum between formal and
  flexible officer structures
• A few options to consider.
• A rotating committee
• An officer rank that gradually increases in
  responsibility

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Last, But Not Least!

• None of this matters without your members
• Keep lines of communication open
• Keep your members informed
• Utilize the wisdom and work of your members
  during times of transition
• If the members arent happy, nobody is happy!

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• Questions?
• Comments?

Paul Cody Assistant Director Student Programs
Activities Center 530-752-8037 pvcody_at_ucdavis.edu
http//spac.ucdavis.edu