Student Org Leader resource library - PowerPoint Presentation

Student Org Leader resource library Officer Transition

Overview Why? Benefits of an efficient transition How advisors can help organizations What does a successful transition look like Potential hurdles

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

Benefits to a successful transition Capitalize on the knowledge and experience of outgoing officers Minimize confusion of leadership changeover Provide outgoing officers with closure Formal process for transfer of knowledge Allows 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 wholeEnsure strategic and effective fiscal planning

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 binderDevelop an action plan and timeline for new officer transitionSchedule a transition meeting between outgoing and incoming officers to share information as a groupAllow incoming officers a period of time to shadow outgoing officersEnsure incoming officers actively participate in registration/budget requests

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/conductedImportant tasksCollaborative dutiesFinancial informationPosition goalsPositional year-end report Organizational calendarBudget informationImportant contacts/resourcesRelevant correspondence or notes from past yearUnfinished project informationDo’s and Don’ts, lessons learnedContact 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

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 MembershipOfficers and Org StructureOrg Operations Advisor InvolvementPublic ImageLegacy to New Officer TeamCurrent strengths and weaknessesAdvice to successorsMajor challenges and accomplishmentsOfficer 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

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 graduallyBe availableLet group members have a say in what happensBe sure your group has a common purposeEncourage brainstorming and creativityManage conflict, don’t ignore itPromote group cohesiveness

How Can Advisors Help Advise! Facilitate conversations about officer transition Encourage orgs to think about transitioning between December and February Regardless of transition time, communicate the how and why of officer transition Make 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

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

Potential Challenges Outgoing officers that don’t want to move on A national organization/advisory board that is too involved in the election process Procrastination Non-responsiveness Waning interest in continuing the groupGeneral disinterest, no students interested in becoming officers, etc.

Facilitating Group Conversations

Constructive Team Behaviors Destructive Team Behaviors Cooperative Clarifying Inspiring Harmonizing Risk-TakingProcess checkingDominatingRushingWithdrawingDiscountingDigressing BlockingFacilitating Group Conversation

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 ideas Write 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 brainstormedDo it quickly; 5-15 minutes Adapted from University of Wisconsin Office of Quality Improvement Facilitator Tool Kit

Recap: The Ideal Transition