This emanual outlines how to conduct an amazing transition so that your successor can have an even more successful term than you did! The goal of transition is to pass on all the knowledge required for the role, including both functional knowledges and lessons learned from throughout your term. The transition process consists of 4 parts:
- Hiring & On-Boarding
- Collaboration Meetings
- Transition Reports
Hiring & On-Boarding
Of course, the first step in transition is actually hiring your successor! When hiring the executive team, its important to open the applications to the entire chapter, even if your incumbent would like to stay on. In the case of incumbents wanting to stay in their roles, you can conduct a Performance Review to evaluate their candidacy alongside other new applicants.
Please Note: All candidates for VP Outreach, VP Finance & Chapter President must be approved by Head Office, so make sure you coordinate with Allison & Nicole respectively on this.
Once you have hired your new executive team, its important to on-board them into their new role. On-boarding involves two components: social bonding & teamwork. For the first, its great to hold a social with the new team shortly after selection so that everyone can get to know each other. Activities like a potluck dinner, bowling or a board game night are great ways for your team to start hanging out together. For building teamwork within your executive team, its important to do group planning for the year and set expectations for how you all want to work together. Both of these should be started as soon as possible to ensure team synergy and high performance.
The training process for any executive role can be broken down into 3 types: tools, processes & relationships. Its important to ensure transition happens for all three of these areas so that your successor fully understands the role and any existing tools or resources that will help them do their job.
This part of transition includes sharing any tools or resources that are relevant to the role. This may include Google Docs, past transition reports and online tools (Mail Chimp account, social media, etc). You should also make sure to take some time to walk your successor through Portal. For all roles, Portal is an invaluable tool that VPs will need to understand how to use it very well. If you’re not confident in your Portal skills, you can also check out the Portal Walkthrough videos, linked to the landing page for each function.
This involves going through all processes involved with your function, basically how you actually do your job on a day to day basis. The best method of process training is shadowing & debriefing, where your successor supports you in your role and you answer any questions they may have afterwards. Examples of processes per function include:
- Human Resources: hiring volunteers, on-boarding (orientation), volunteer appreciation
- Marketing: promotion & social media timelines
- Logistics: tutor engagement & training; organizing Exam-AID sessions
- Finance: recording revenue & expenses
Last but not least, its imperative that you transition any contacts, partnerships and relationships you have created throughout your term. This may include clubs you’re partnering with, supportive faculty or staff champions. The best way to do this is to set up transition meetings and use that to introduce your successor and discuss the partnership, upcoming initiatives, etc.
One part of transition that is often overlooked are collaboration meetings. This basically involves setting up meetings with other VPs (incoming and current) that your function works closely with to discuss how that collaboration worked throughout your term, and any lessons learned. Every department has another department they need to work with, so you should all be meeting with someone to discuss making your functions work well together! Some examples include:
- HR & Marketing: Promoting SOS volunteer opportunities to students
- Logistics & Marketing: Advertising Exam-AID sessions to students; creating timelines for promotions
- HR & Logistics: Hiring new tutors & coordinators
Transition reports are designed to provide a person coming in to your position with a clear idea of what the position entails – in other words, details about the tasks he/she will be doing. These reports act as a reference to help the incoming VP/executive with questions and concerns he/she may have about the position. Transition reports are key for proper and successful succession planning. It is important when writing your own transition report to include as many details as possible – many new questions the VP/executive will have will likely be about small details. The document you develop will be personal, as you will be describing the things you have done, such as what worked best according to your experiences. Anything you can note about your position is welcomed – both the good and the bad. Your transition report will be very useful, so be honest and forthcoming.
Please use this report template based off of Windsor SOS’ report, and send the completed transition report to email@example.com before the end of your last semester. You can also use this transition letter to communicate expectations to your team.