STUDENT ORG LEADER RESOURCE LIBRARY

Officer Transition

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Overview

Why?Benefits of an efficient transitionHow advisors can help organizationsWhat does a successful transition look likePotential hurdles

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Why should orgs talk about this?

When organizations spend too little time transitioning, the new officers are forced to spend too much time acclimating and reinventing the wheel. This results in a continuous cycle of lost momentum.

Officer transition is the single most important event in a viable student organization’s year.

Want to avoid officers leaving without formally passing along valuable organizational knowledge

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Benefits to a successful transition

Capitalize on the knowledge and experience of outgoing officers

Minimize confusion of leadership changeoverProvide outgoing officers with closureFormal process for transfer of knowledgeAllows for a period of learning/partnership between

new officers and old officers – build confidence of new officers

Minimize loss of momentum of the organization as a whole

Ensure strategic and effective fiscal planning

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A Successful Transition: Outgoing Officers

Outgoing officers should work to: Coordinate new officer selection

Refer to constitution and bylaws – update new officers with CSE and in all documents/websites

Ensure space is reserved for all annual events Organize all files, compile resources – create a transition

binder Develop an action plan and timeline for new officer transition Schedule a transition meeting between outgoing and

incoming officers to share information as a group Allow incoming officers a period of time to shadow outgoing

officers Ensure incoming officers actively participate in

registration/budget requests

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Transition Documents

Each officer should have a binder/compilation of information

The most effective way is to compile information as things happen rather than all at once at the end

Organizational mission and goals Organizational constitution and by-laws Position description

Necessary meetings attended/conducted Important tasks Collaborative duties Financial information

Position goals Positional year-end report Organizational calendar Budget information Important contacts/resources Relevant correspondence or notes from

past year Unfinished project information Do’s and Don’ts, lessons learned Contact info for outgoing officers

Even if your orgs don’t hold elections in the

ideal time period, encourage them to at

least provide transition documents

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Transition Meeting

A transition meeting can offer formal change, continuity, and growth for the organization while allowing new officers to learn from the outgoing officers.

Meeting should be causal and open so that organization can benefit from an honest dialogue of the accomplishments and challenges of the year.

Year in Review Goals Programs and Activities Membership Officers and Org Structure Org Operations Advisor Involvement Public Image

Legacy to New Officer Team Current strengths and weaknesses Advice to successors Major challenges and accomplishments

Officer Transition (incoming and outgoing officers meeting 1:1) Review transition binder Talk about unfinished projects Mistakes that could have been avoided Advice for new officer

Transition Ceremony Semi-official passing of the gavel/socializing

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A Successful Transition: Incoming Officers

Incoming officers should: Be proactive in seeking advice from outgoing officers Be actively engaged in the transition process Ask questions Expect change to be accepted gradually Be available Let group members have a say in what happens Be sure your group has a common purpose Encourage brainstorming and creativity Manage conflict, don’t ignore it Promote group cohesiveness

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How Can Advisors Help

Advise! Facilitate conversations about officer transition Encourage orgs to think about transitioning

between December and FebruaryRegardless of transition time, communicate the

how and why of officer transitionMake updates in SOMA!Make sure incoming officers are aware of

deadlines (i.e. registration, budget submission)Encourage new officers to take an active role in

budget planning

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How Can Advisors Help

Encourage officer shadowing If transitions take place early in the spring semester,

new officers can shadow outgoing officers to gain a better understanding of the role

Work with current officers Provide them with the tools and knowledge to lead a

successful officer transition Help them understand why it’s important

Meet with outgoing officers and incoming officers Recognize the accomplishments of the outgoing

officers; offer your support to the incoming officers, get them thinking strategically and planning early

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Potential Challenges

Outgoing officers that don’t want to move onA national organization/advisory board that is

too involved in the election processProcrastinationNon-responsivenessWaning interest in continuing the group

General disinterest, no students interested in becoming officers, etc.

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Facilitating Group Conversations

Look out for group dynamics• Observe student’s formal and informal roles• Observe how individuals interact with on another

Active Listening• Take note when individuals aren’t being heard or are controlling the

conversation• Encouraging, restating, reflecting, summarizing

Provide feedback that has an impact• Know when to intervene appropriately • Validate and politely redirect/ask for input from others

Ask questions that drive a discussion• Use ‘we’ questions that generate discussion and commitment to

solutions• What problems are we trying to solve?• Stay on track, but be willing to leave it

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Constructive Team Behaviors

Destructive Team Behaviors

CooperativeClarifyingInspiringHarmonizingRisk-TakingProcess checking

DominatingRushingWithdrawingDiscountingDigressingBlocking

Facilitating Group Conversation

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Brainstorming

Helps a group create several ideas in a short period of time

Helps a group expand its thinking creatively to include thinking about all the dimensions of a problem

Never criticize ideasWrite every idea down

somewhere visible (flip chart, white board, projector) Recorder/facilitator should ask

clarifying questions Everyone should agree on

the question or issue being brainstormed

Do it quickly; 5-15 minutes

Adapted from University of Wisconsin Office of Quality Improvement Facilitator Tool Kit

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Recap: The Ideal Transition

Elections

Hold between

December and March

Start the conversatio

n now

TransitionTransition Binders

Officer Shadowing

Transition Meeting

ChallengesFacilitate group conversations on issues

related to transition, or group planning for the year ahead