Antleader
Guide
#B1

Passing the Gavel:
Officer Transition

Your last task as an officer can be one of your most important. Gracefully transferring your knowledge and authority can have several benefits and help your our image in club history:

  1. Your group will not "re­invent the wheel" each year because it can build on your previous knowledge.
  2. Successful transitions will prevent the "lame duck" period when group effectiveness can be limited.
  3. The transition process will help outgoing leaders bring closure to their experience. It can help them let go --which is often a difficult thing for committed leaders to do.
  4. Experienced leaders will feel needed as you use their expertise for transition programs.
  5. New leaders will start their jobs with increased confidence and a knowledge of available resources.

Transition Should Occur All Year

  1. Identify emerging leaders early in the year to give them experience and exposure to resources.
  2. Maintain organized files including contact people, facilities, financial information, and minutes on all events your group was involved in.
  3. Elect officers one month before installation to provide an "overlap" period for new and old officers to work together.
  4. Encourage individual meetings between new and old officers to provide a smooth transition.
  5. Establish a calendar for the year to provide a general timeline for new officers.

A Smooth Transition Includes:

  1. A meeting or retreat to share ideas and plans for the future.
  2. Fill in the gaps for new officers by asking yourself what you wished someone had told you a year ago.
  3. Share traditions, ideas, or completed projects, continuing projects and concerns, or ideas never carried out.
  4. Acquaint new officers with physical environment, supplies and equipment, including mailbox in the Office of the Dean of Students and use of Spirit Accounts.
  5. Introduce new officers to key people such as advisors, administrators, and faculty who have helped your group in the past.
  6. Update your constitution and by­laws to reflect changes made during your administration. Review officer job descriptions to make sure they accurately describe those your organization uses.
  7. Review your financial records to list outstanding bills and payments. New officers should not have "surprises" during the year about old unpaid debts.
  8. Review the Where's the Money? information sheet available in the Office of the Dean of Students to determine possible funding sources for the new year.
  9. Review your mailing list or membership records to bring them up­to­date.
  10. Introduce new officers to resources available in the Office of the Dean of Students. Be sure to have them complete financial responsibility forms and other necessary paperwork.

For more information on making a smooth officer transition, call the Office of the Dean of Students at (949) 824-5181.

 

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