Transitioning new chapter leaders is a challenging undertaking so we have taken this opportunity to outline our 7 key suggestions for a smooth transition of leadership.
Create Groups in MCR for the incoming officers
The key to a smooth transition process is communication. There will be a few weeks between electing new officers before they are officially installed and setting up systems to assist with communication will be key to successful communication. Create an admin group for your incoming officers and you can now easily send mail, create events, and share documents with these groups of individuals. Don’t forget to include these new groups in our communications!
Create a system to keep track of transitioning and stick with that system.
Tossing a binder at someone and telling them “Everything you need to know is in there” is not an effective way to transition. While creating and utilizing reference documents (from the chapter and your national organization) is important and helpful, the nuance of personalized communication and planning cannot be replaced. We recommend using Projects within MCR to assist in transitioning, especially in a virtual environment. This quick video will show you what this can look like.
Consider giving manual leader access to the incoming board
Once your slate has passed and you know who will be assuming responsibility, it might be a good idea to give the incoming leaders access so they can transition properly. And once the outgoing president officially transitions them in MCR, their manual access will become official. Nothing else needs to be done.
Schedule Transition Meetings
Utilize the calendar feature within MCR to schedule transition meetings/trainings with incoming and outgoing officers and advisors. It’s a good idea to have a combination of both individual officer meetings and all group transition training. This will allow for the incoming board to benefit from the outgoing board's learned knowledge. You could incorporate the following: SWOT analysis, Creating SMART goals, Expectations, Event logistics (i.e. going over University Systems and MCR), Leadership Styles and anything else your organization may advise.
Make sure that incoming officers are trained on the admin/leader features within MCR.
MCR is a very robust tool that helps leaders to effectively manage the responsibilities of being a leader. Like any tool, knowing how to use it will give each leader the most benefit. The MCR Learning Lab is set up to help leaders master the basics of MCR at their own pace. In addition, we are happy to do an audit of your chapters MCR usage and set up a time during a transition meeting with incoming officers to give specific training and advice to help you get the most out of MCR for your chapter.
Outgoing officers will want to make sure that leaders know how to do the following:
Admin Leaders
Processing excuses and achievements
Sending announcements (Difference between SMS/MCR announcement)
Managing Membership in MCR (Adding New Members, Resigning Members, Alumni status etc.)
Executive Officers / Council
*These are for VP Finance & President only
Look ahead to calendar planning for the spring semester
The calendar is a living document for your chapter that helps all Members to effectively plan ahead. One of the last tasks the outgoing leadership should finalize, is to plan for the Spring semester and create your chapter event calendar. Your knowledge from the last year will create the most successful calendar and will give your incoming leadership a good place to start. It also assists in your transition as the calendar discussion will facilitate many other conversations.
Best Practice: The outgoing leadership plans the Spring calendar now so it can be voted on and passed at the last chapter meeting of the term. This can be easily accomplished by using the DRAFT feature on the calendar
Calendar Planning Suggested Events to Plan for:
Chapter Meetings
Recruitment / Recruitment Workshops
Initiation / Initiation workshops
Leadership Meetings
School Holidays/Breaks/Significant Dates
Assessment Day(s)
Spring Break
Alumni Weekend
Spring Game
Graduation
Founder’s Day/Significant chapter days
Regional Workshops
Council/FSL Events
“Greek Week”
Awards Banquets
Philanthropy events
Membership Development Activities
This is not an exhaustive list and obviously you will not know how some of these things will look in the spring. But committing to specific dates you know are unlikely to change (for example, Alumni Weekend) allows you to prioritize planning and be prepared even if you have to plan a little differently than you have previously.
Finally, once the incoming officers are installed, the outgoing President should update officers under My Access so that each officer has the correct access within MCR.