Leadership Assistant Presentation

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Table of Contents

• Officer Transition
• Purpose of an Effective Transition
• What do you need to Transfer?
• Outgoing/Incoming Officer Survey
• Set Up a Meeting Schedule
• Meeting 1 Outgoing and Incoming Officer
• Meeting 2 Incoming Officers
• Meeting 3 Outgoing and Incoming Officers

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Officer Transition

• If your year as an officer is coming to an end?
• How do you leave your position gracefully?
• How do you ensure that the new officers are ready
  to continue to provide your organization with
  strong leadership?
• Are you a newly elected officer?
• What do you need to know to be effective in your
  new role?
• How do you hit the ground running?

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Purpose of an Effective Transition

• A thorough officer transition plan is
• The responsibility of both the outgoing and
  incoming officers
• A way to help the group avoid starting over or
  starting from scratch every year
• A transfer of significant organizational
  knowledge
• A way to minimize the confusion of leadership
  changeover
• A way to give outgoing leaders a sense of closure
• A great opportunity for outgoing leaders to
  evaluate the year
• An orientation process for new leaders

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What Do You Need to Transfer?

• Think back to your first few weeks as an officer
• What could you have used to do your job better?
• Were there things that shouldve been easy, but
  may have been difficult or turned into a
  nightmare?
• Your agenda should include
• Complete the Outgoing/Incoming Officer Surveys
• 1 on 1 transition time
• 3) Organize and transfer ownership of Officer
  Binders
• 4) Review the past year together
• 5) Make a Things To Do List and prioritize it
  together
• 6) Exchange new/old officer contact information

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Outgoing Officer Survey / Incoming Officer Survey

• If youre an Outgoing Officer, complete the
  Outgoing Officer Survey
• This should help guide or direct you as to what
  the Incoming Officer needs to know
• If youre an Incoming Officer, complete the
  Incoming Officer Survey
• This should help organize your thoughts and
  prioritize your needs

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Set up a Meeting Schedule

• Meeting 1 Outgoing and Incoming Officer meet 1-1
  to go over all of the details using the Surveys
• Meeting 2 Incoming Officers meet to
  constructively plan for the upcoming year and
  make sure they have covered all the bases
  before the Outgoing Officers depart
• Meeting 3 Outgoing and Incoming meet again (even
  just over email/phone) to go over the issues
  raised at Meeting 2 and for final thoughts.

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Meeting 1 Outgoing and Incoming Officer

• Try to transfer as much information as possible
  either electronically or on paper. This is
  critical if the Outgoing Officer is graduating,
  etc.
• Make sure the incoming officer has a copy of the
  following items (should all be included in
  officer notebook)
• Copy of Constitution and By-laws (copies
  available in Student Activities if needed)
• Mission, philosophy, goals and/or purpose
  statement of organization Position description of
  officers and members
• List of committees and their description
• Member officer contact list
• Contact information of important people/offices
  on campus
• List of basic annual procedures and/or calendar
  of annual events
• Web page and webmaster information. How do you
  maintain the site?
• Financial records
• Evaluations of previous and current projects
• Meeting minutes and agendas
• Any historical records of the organization

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Meeting 1 Organizing Event Calendars

• Look at your calendar from the past year
• What were the busy times?
• What were the down times?
• How would you have scheduled things differently?
• Look over a calendar for the upcoming year
• How can you effectively plan your schedule?
• Start penciling in ideas of events, etc. if there
  are certain things that you know youll be doing.

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Meeting 1 Utilize Existing Resources

• What can Student Activities do for you?
• Organization financial support (Annual
  Allocations, Community Chest, Emergency Funding)
• Leadership Resources
• Annual Organization Renewal
• What can your advisor do for you?
• Organization advisor should be present at officer
  transition and have all of the same materials as
  each of the officers (financial records, event
  calendars, etc.)
• Use advisor experience when setting new goals,
  events, etc.

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Meeting 1 Review Budgets and Funding

• Whats the financial status of your organization?
• Where did your organization get money from?
• Did your organization apply for Student
  Activities funding and did you receive any?
• Did you do fundraising? Did it work?

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Meeting 1 Review past/future organization
events

• Which events were successful and should be
  repeated?
• When should planning start for each event?
• Which events were unsuccessful? Were they poorly
  attended or poorly run?
• How could your organization improve its events?
• New officers should become familiar with the
  university online scheduling system and events
  calendar

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Meeting 1 Meetings and Members

• Meeting Details
• When were executive committee meetings held?
• When were member meetings held?
• What times generally work?
• How do you make room reservations?
• Recruitment/Retention activities
• What did your organization do to recruit? What
  did you do that worked or didnt work?
• Why did new members stayor leave?
• What do/can you do to keep current members
  excited and involved?

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Meeting 2 Incoming Officers

• At this point, all of the Outgoing and Incoming
  Officers have had their 1-1 meetings and gone
  over their own checklists
• Use Meeting 2 as an opportunity to get to know
  the other new officers and plan goals for the
  year ahead
• Try to make clear goals and delegate
  responsibility among the Incoming Officers by the
  end of Meeting 2

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Meeting 3 Outgoing and Incoming Officers

• Even if its just over email or the phone, try to
  create an open dialogue between the Outgoing and
  Incoming Officers
• Based on the discussion at Meeting 2
• Are there any unresolved issues or certain items
  that you need more information about?
• What are your plans or goals? Does the Outgoing
  Officer have any other information or tips that
  might help you?
• Find out if its okay to contact the Outgoing
  Officer in the coming year for assistance where
  necessary.