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Transition Notebook

Think back to your first few days working on your project or in your position. You probably had many questions and no one to turn to. Take the responsibility now by preparing a transition notebook to make sure this does not happen to the person who takes your place next year.

A transition notebook can be shared during the meetings with your successor. It should cover all aspects of your responsibilities and how those tasks fit into the organization's big picture. Recommend that your successor file historical documents in the notebook, such as meeting minutes, when he or she has become comfortable with recording the information. This way, the notebook can be used as a working tool rather than something to be completed at the end of the year (usually during finals!).

Each organization is very different so feel free to add and delete topics. Your successor will thank you throughout the year!

The following is an example of a good transition notebook:

Introduction

  • Table of contents
  • Contact sheet for new leadership/membership
  • Birthday list
  • Letter from advisor

Welcome the new leaders

  • Role and responsibilities of the group leaders
  • How to contact him or her

Historical documents

  • Constitution
  • Mission Statement
  • Goals and objectives
  • History of organization and committees and programs
  • Job description for each leader
  • Organizational flowchart
  • Information on officer selection and timeline for the process
  • Information on officer recruitment and timeline

Evaluation

  • Completed evaluation with detailed recommendations
  • Two blank evaluations which can be written during the term

Progress Reports

  • Completed progress reports
  • Blank progress reports (to be completed throughout the year) with guidelines.
  • A progress report provides the "working draft" for most of the transition notebook. It should provide the leader with an opportunity to write down what is new or different about the organization, what has been improved on throughout the year, what changes are in progress, group accomplishments, etc.

General Organizational Information

  • Demographics from current year (number of men versus women, number of freshmen, sophomores, juniors, and seniors, etc.)
  • Letter from the former coordinator to the new coordinator. This should include advice, what was experienced during his or her term, what was improved upon this year, things to know when getting started in this position, a prioritization of the tasks for the office, etc.
  • A blank "Bright Ideas" sheet to be used throughout the year. "Bright Ideas" are ideas that can help move the organization forward.
  • Current goals
  • Blank goals sheet
  • Detailed timeline
  • Any other information pertinent to the position

Training Information

  • Agendas and handouts from past training retreats or meetings
  • Information on the "how to's" of the organization: such as publicity, financial matters, etc.

Organizational Information

  • Calendar of events
  • Meeting agendas and minutes
  • Resources
  • Instructions on how to sign on to your organization's electronic mail/voice mail, web pages, etc.

USED WITH PERMISSION: University of Michigan Office of Student Activities and Leadership Handouts