3 Tips for a Smooth Officer Transition

You’re put in charge. Now what? Group leader transitions are not without their complications, but that doesn’t mean they have to be difficult. By following a few key steps, you can ensure a smooth transition (think smoothie, not boba) that is beneficial for the entire organization.

The transition period is the time for new admins to prepare for their position while outgoing officers gain a sense of closure as they move on from a job well done. The goal is to maintain a sense of seamlessness and continue the great work that’s already been completed. Remember, you’re not starting from scratch. When done right, you avoid setbacks (which might feel like a chunk of fruit stuck in your straw).We’ve put together three pro tips for pulling off the ol’ switcheroo with minimal disruption to your organization. 

1. Maximize your training
Access to information is critical for the continued success of the organization and the potential achievements of the incoming officer. They say teamwork makes the dream work, so make sure new and old leaders come together as a unit to make the transition easier and more effective.

Maximize the opportunity to learn from the outgoing officer by asking the right questions during the training period. Author and business mentor Michael Hyatt identified 20 key questions to ask other leaders to bolster your own skill set. Here are some key topics to inquire about during the transition process:

• What challenges the current administration has overcome and continues to face
  
• Successful and unsuccessful problem-solving techniques
• The most important decisions that have been made as a group leader
  

Additionally, reviewing goals and objectives from previous terms allows transitioning admins or group leaders to update themselves on the progress of those goals, so they have a reference point for the upcoming term. The former officer should provide a status report on ongoing projects as well as current budget and financial records.
 
To help you build upon the work that’s already done, check out the reports section on the platform, which provides a history of your group’s transactions. You can also see tracking for emails, event sites, and donation campaigns. 
 
2. Make a great first impression
We all know that first impressions matter, so this transition period is the time to showcase yourself to the group. Membership management software is a helpful tool because it lets you access current membership information and reach out to the entire organization simply and efficiently. Use it to send a group email to introduce yourself and let members know about the transition process, upcoming meetings, and any changes the new administration will be making to its agenda.

You can target your email to specific member levels for a more personalized message, as well as use the Smart Lists feature to segment your distribution lists by variable data.
 
3.    Be prepared to prioritize
An incoming leader can get overwhelmed with information overload, so being organized is essential. Updating lists and prioritizing tasks can make the early days of transition less stressful.

Your organization probably already has a list of essential documents you’ll need to get started, but here are some of the basics you don’t want to overlook during the process.
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• Governing documents. Obtain digital and hard copies of any documents pertaining to the organization’s or committee’s constitution/bylaws/policies, goals and objectives, and budget and financial reports.

 
Online document storage is available on the platform to upload documents that can be shared with all your admins. If you’re a new admin user, simply check document storage in your admin portal to see what’s already been uploaded.
 

• Key contacts. Your members’ profile information is already accessible via the memberplanet database, and you can ensure that it stays up to date by sending periodic profile update requests. You should also check that contact information for suppliers, community leaders, and other resources you may need during your term is also up to date. You can store information for your contacts (those who interact with your group, but are not members of your group) on the platform as well as send them communications.

 

• Your group’s calendar. Whether your group has a hard copy calendar that takes up a wall or a shared digital file, this will help keep you on top of upcoming events, ongoing projects, and important deadlines.

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Once you have obtained and sorted through these documents, you'll be able to focus your efforts on the most pressing issues as a new leader for your organization. Uncle Ben (of Spider-Man fame, not the rice) said, “With great power comes great responsibility.” You don’t need to be a superhero to learn the value of this lesson. 

“With great power comes great responsibility.”

As a group leader, you set the tone for the entire organization. It’s important that you stay up to the task by being prepared and making the most of the officer transition process. Maximize the resources that are available to you and build upon the wisdom of past leaders and current colleagues. Orchestrating a successful transition is your first task as a leader, so make it count!
 
By keeping important documents, reports, contacts, and everything else in one spot, memberplanet simplifies leadership and officer transition. Log in to check it out.

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Updated since original publication on 12/11/17.

About Briana McDaniel

Briana uses her passion and experience in working with foundations, nonprofits, and organizations in pursuit of academic excellence. From hosting webinars, to facilitating fundraisers and website creation, there is nothing she can't do. During her free time, Briana participates as an active member of Zeta Phi Beta Sorority, and loves to dance.