Officer Transitions Successful Strategies for Preparing Your Chapter for the Future John Kovalan- Sigma Alpha Epsilon Jeremy Zilmer- University of Arizona

Intended Outcomes To prepare incoming officers for the responsibilities of their new positions. Active Audience Participation Defining Officer Transition –Rationale –Pitfalls –Process for Success Building a plan for successful transitions

Why Have a Transition Process? To prepare incoming officers for the responsibilities of their new positions. To prevent incoming officers from "reinventing the wheel." To instill a sense of comfort and pride with incoming officers' new positions. Provides an opportunity for outgoing officers to reflect on their successes during their administration. A formal transition process helps formalize the end of the last administration, and provide outgoing officers an opportunity to step down. To introduce incoming officers to the advisor.

Common Pitfalls Disorganization –Especially relying on old/new officers to meet on their own! Poor documentation of past work & programs! Not engaging local advisors and alumni Lack of establishing a framework, expectations and outcomes for what should be achieved in the transition Poor Timeline

Process for Success! Create informational/resource binders for every important leadership position in the organization. Step 1 – Pre-Work: –What needs to be done throughout a term/academic year? Step 2 – Implementation: –Establishing logistics to formal transition process Step 3 – Execution: –What should take place during process?

Step 1- Pre-Work Establish officer to oversee – typically EDA Current officers document programs, activities, events, etc. –Documents ideally should be stored in an accessible format (notebooks, online data storage), and organized! Officer completes End of Term Evaluation – ex: SWOT Analysis Set the date early for your Officer Transition Retreat –Notify and invite alumni advisor & board

Pre-Work: Documentation Updated Chapter By-Laws Current Fraternity Laws (2011) College/University policies Contact Info: Chapter Advisor, Greek Advisor, Faculty Advisor Roster Tracking: Attendance, Comm. Service hours, Philanthropic $ donated, etc. Activity calendar of the past year Current calendar of major University events Blank calendar for future planning

Pre-Work: Documentation Job Description – What am I responsible for, expected to oversee? Term/Annual Processes – reserve rooms, requests for space, forms to be completed Resources – contacts, s, numbers on/off campus personnel, logistics Events – What was it, who was it for, successes/ pitfalls/ outcomes, etc. Financial Records/ Academic Reports

Pre-Work: Program Documentation Alumni Relations – Newsletters, contact lists, donation lists, alumni events Pledge Education – New Member Education Program Scholarship – Grade requirements, incentive programs, study hours, etc. Recruitment – how to recruit, timeline of activities, registration processes, etc.

Pre-Work: Program Documentation Continuing Education – What was conducted, contact info for speakers, overview of event Risk Management – Chapter specific crisis mgt plan, Emergency contact list, etc. Financial – Chapter Budget, banking information, contact information, etc.

Binder Organization Tab 1: Governance ____ Constitution ____ By-laws ____ Organization policies ____ Standing Rules ____ University code of conduct ____ Officer job description ____ Officer/committee structure and flow chart ____ Other: ____________________________ Tab 2: Agenda & Minutes ____ Committee reports ____ Other: ____________________________ Tab 3: Directories ____ Officer team addresses/phone numbers ____ Member’s addresses/phone numbers ____ Adviser’s addresses/phone numbers ____ Outgoing officer’s directory ____ University directory ____ Other: ____________________________

Binder Organization Tab 4: Resources ____ All current forms pertinent to the officer ____ Crisis management procedures ____ End of semester report ____ Other: _____________________________ Tab 5: Calendar ____ Accurate records of activities over the past year This will include: contracts, successes/challenges, etc. ____ Activity calendar of the past year ____ Current calendar of major University events ____ Blank calendar for future planning ____ Other: ______________________________ Outgoing officer’s signature _________________________________________ Date __________ Incoming officer’s signature_________________________________________ Date __________ (Source: NIC Retreat Workbook)

End of Term SWOT Analysis TYPEQUESTIONS TO ASK STRENGTHS What were some of my successes? What helped accomplish my goals? Who was involved in the process? What worked well for me? WEAKNESSES What struggles faced me? What didn’t I accomplish? What did I try that didn’t work? Did you have insufficient support?

End of Term SWOT Analysis TYPEQUESTIONS TO ASK OPPORTUNITIES Were there ideas that you didn’t have time to complete? Did you encounter new plans during term? Learn new ideas after executing plan? THREATS Were there external constraints that prevented you from accomplishing? Were there uncontrollable variables? Were there a lack of resources?

Step 2- Implementation Date/ Timeline – Location – Use campus facilities – better for spacing and oversight Agenda – Set the timeframe for the transition and communicate to all old/new officers Expectations & Requirements – what do officers need to bring? Hint: limit distractions Use a Facilitator (Adviser, University Official, FSC Staff member)

Timeline for Implementation TIME WHAT NEEDS TO BE COMPLETED 30 DAYS PRIOR - Reserve location/meeting rooms - Set time for meeting - Communicate to all incoming/outgoing officers 2-3 WEEKS PRIOR -Have old officers update notebooks, files, documents. - Complete EOY Analysis -Communicate meeting/time at mtg. -Invite Advisor and Board WEEK BEFORE TRANSITION MEETING Finalize document updates -Establish facilitator for meeting -Remind officers of what to bring -New officers draft potential goals

Step 3- Execution Communicate w/ Facilitator in the build up to the retreat Pair outgoing & incoming officers spaced out to reduce unnecessary conversations. Ensure old officers bring physical documents to transfer (notebook, flash-drive, etc) Set timetable for conversations and facilitate discussion

Execution: Transition Meeting Facilitator, EA & Advisor arrive ½ hour early to examine room. –Ensure adequate seats available As officers arrive, ensure that all materials are present (officer notebooks, etc) Make extra supplies available (pen, pencil, paper etc.)

Execution: Transition Meeting Facilitator should: –Give clear expectations of process –Set time limits for each component –Ensure all old/new officers are present –Be able to move freely from one station to next to monitor progress or answer any questions.

Execution: Example Itinerary 15 min: Facilitator sets expectations 45 min: Officers discuss role/responsibility 1 hr: Officers review supporting documents, Notebook, SWOT Analysis 1 hr: New officer Q&A, goal setting, review of upcoming deadlines 30 min: Recap conversation, goals submitted

Tips Stay focused – ensure time is utilized fully New officers leave meeting with all relevant materials/documents! Facilitator is assured that all knowledge, documents, etc. have been transferred! New officers have complete understanding of their role/responsibilities!

Outcomes to Transition Process Assurance all officers have met and transferred all materials related to position! New officers have framework to begin their positions successfully! Paves the way to starting where past officer left off vs. reinventing the wheel! Ensures important documents and programs aren’t lost!

Successful Transitions… Create shared knowledge of pitfalls/ constraints, to avoid repetitive mistakes Continue to build upon success and help grow and develop the chapter! Expand upon best practices to help drive annual improvements Serve as the foundation to goal execution!

Recap for an Effective Transition Arrange for a meeting with the outgoing and incoming officers and include the organization advisor. Discuss past, current, and future issues so that the incoming leadership is prepared. Discuss the financial status of the organization. Review financial statements. Pass down records (financial, internal, etc.) during a transition meeting. Be sure to highlight important information. Do not wait until the summer to transition!

Recap for an Effective Transition Create informational/resource binders for every important leadership position in the organization. Create a reflection and goal setting session with the entire club membership. Find out what direction they want to take the club--then, meet as an executive board and establish goals and objectives for the club. Arrange meeting with incoming and outgoing chapter president and a staff member from the Greek Life Office. Hold a retreat where the transitions occur -Organize a designated week for one on one meetings with new officer and predecessor -Use Google docs to share documents- every year officer adds to the document with what they accomplished -Create gmail accounts for officers - keep policies in account for reference -Set aside a full day for retreat

Question-and-Answer Session Do not forget to complete the post-webinar survey. Resources Available Thetgi.sae.net Chapter Management