Passing the Torch Transitioning New Leaders in your Student Organization

Whose Responsibility Is It? Outgoing officersOutgoing officers Newly elected officersNewly elected officers AdvisorsAdvisors MembersMembers

Goals of Transitioning Provide closure for outgoing officersProvide closure for outgoing officers Train new officersTrain new officers Preparing members for new leadersPreparing members for new leaders Maintain consistency for the organizationMaintain consistency for the organization

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

Closure for Outgoing Officers Throughout the year, keep meticulous recordsThroughout the year, keep meticulous records Reflect on the year’s accomplishments and disappointmentsReflect on the year’s accomplishments and disappointments Reflect on what you learned from your experience as an officerReflect on what you learned from your experience as an officer Determine how policies and procedures can be improvedDetermine how policies and procedures can be improved Communicate, Communicate, Communicate!!Communicate, Communicate, Communicate!! Implement a new tradition to honor outgoing officers and to welcome new officersImplement a new tradition to honor outgoing officers and to welcome new officers

Training New Officers This can be done several ways, so long as all incoming and outgoing officers and advisors are present. MeetingMeeting RetreatRetreat ShadowingShadowing Whatever method you choose, be sure that an agenda is planned and notebooks have been created

Basic Housekeeping Officer Roles and ResponsibilitiesOfficer Roles and Responsibilities Yellow Pages and Policy ManualYellow Pages and Policy Manual The Online RosterThe Online Roster Accounts Accounts WebsitesWebsites MailboxesMailboxes Annual CalendarAnnual Calendar

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

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

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

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

Pass it On! 1)Constitution and/or by-laws 2)Statement of mission, philosophy, goals, and purpose of the organization 3)List of committees, descriptions, and the officer responsible 4)Member, officer, and advisor contact list 5)Contact information of important people/offices on campus 6)List of basic annual procedures/Calendar of events 7)Webpage and webmaster information 8) and Listserv logins and passwords 9)Any historical records of the organization

Other Things to Include… President:President: –Job description for all officers –Financial Record Secretary:Secretary: –Contact information for all members, advisors, and alumni –Records of group history, particularly if the group does not have an historian –Guidelines for meeting minutes and agendas

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

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

Last, But Not Least! None of this matters without your membersNone of this matters without your members Keep lines of communication openKeep lines of communication open Keep your members informedKeep your members informed Utilize the wisdom and work of your members during times of transitionUtilize the wisdom and work of your members during times of transition If the members aren’t happy, nobody is happy!If the members aren’t happy, nobody is happy!

The End Questions?Comments?