OFFICER TRANSITIONS IN STUDENT ORGANIZATIONS Alli Lake Assistant

OFFICER TRANSITIONS IN STUDENT ORGANIZATIONS Alli Lake Assistant Director for Leadership Education

OBJECTIVES To understand the benefits of effective officer transitions To recognize best practices for smooth officer transitions To develop an officer transition plan

AGENDA Why Do Transitions Matter? Transition Steps Meeting Process Transition Retreats Questions

OFFICER TRANSITION Is your year as an officer coming to an end? Are you a newly elected officer?

WHY DO TRANSITIONS MATTER? Transition from Officer A to Officer B begins when Officer A is elected Think back to your first few weeks as an officer? How did you feel? What do you wish you had known? Is there anything you wish had been done differently?

PURPOSE OF TRANSITION PLAN Responsibility Avoid Starting Over Transfer Minimize Confusion Sense of Closure Orientation process Evaluate the year

TRANSITION STEPS Must do’s: -Complete an officer transition questionnaire -Create an officer transition binder Then 1) Set up a Meeting Schedule Or 1) 2) 3) Set up initial meeting Attend transition retreat Follow up meeting with advisors

SET MEETINGS FOR OFFICERS �Meeting 1: Get to know each other and introduce incoming officer to position �Meeting 2: Create and implement goals for the position and organization �Meeting 3: Meet with position advisor and any other relevant individuals

MEETING 1 Describe general officer duties and position requirements Look at calendar from last year Begin a calendar for the next year What events, programs, dates worked well or are required? Show new officer how to connect to organization listserv and other necessary portals (BBNvolved, Google Docs, Dropbox, etc. ) Make Introductions to Resources Officer Transition Binder

OFFICER TRANSITION BINDER Try to transfer as much information as possible either electronically and on paper. This is critical if the Outgoing Officer is graduating, etc. Make sure the incoming officer has a copy of the following items: Copy of Constitution and By-laws 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? Mission, philosophy, goals and/or purpose statement of organization Financial records Evaluations of previous and current projects Meeting minutes and agendas Any historical records of the organization Tips, tricks, and advice for incoming officer

MEETING 2 Review incoming/outgoing officer questionnaire Create goals based on what the outgoing officer wanted to see happen in the past, and new ideas of the incoming officer Answer questions about Officer Transition Binder Discuss what the outgoing officer wishes they had known Make a “Things To Do” List and prioritize it together Exchange contact information so the outgoing officer can be reached for assistance

EXAMPLE OF QUESTIONNAIRE FOR OUTGOING OFFICER • What are the main areas of responsibility? • Who are your primary contacts? • Is there any unfinished business, or things you need to complete • What kind of materials would you need to pass along? • What have your accomplishments been? • What have your challenges been? • What kinds of things do you wish you could have changed in the term of your office?

EXAMPLE OF QUESTIONNAIRE FOR INCOMING OFFICERS �What made you run for this office and why? �List three new ideas you would like to implement this year. �Can you foresee any challenges you will face coming into a leadership position? �What solutions would you suggest? �Who would you go to if you had concerns about board, members, function of organization, etc. ? �What goals or events from last year would you like to continue or replace? �How can you improve them? �Will there be resistance and why? �What specific kinds of materials do you think you need to have transferred to you?

MEETING 3 Set up a meeting with your position advisor Both incoming and outgoing officer should be present Share transition progress and make plans for incoming officer to continue meeting with advisor Set expectations for advisor relationship up front Ask any final questions of outgoing officer

ADDITIONAL THINGS TO CONSIDER �Meetings can be group-focused with all officers present, individual meetings, or a combination of both �Try to make clear goals and delegate responsibility among all officers and members �Old officers: be willing to accept change if the organization doesn’t go exactly as you thought it should �New officers: don’t be afraid to try new things!

TRANSITION RETREATS Some organizations will choose to have a transition retreat for incoming and outgoing officers This would take the place of Meeting 2 Allows officers to come together for intentional training, bonding, and exchange of information Should be both informative and fun!

LET’S PLAN A TRANSITION RETREAT! Length of Retreat (Number of days, hours, etc. ) Location of Retreat (On-of Off-campus? ) Activities included in the retreat Formal Informal, Fun Primary objectives each newly elected officer should take away

QUESTIONS? Alli Lake Assistant Director for Leadership Education alli. lake@uky. edu Blazer Dining 373