This has been put together for outgoing committees so that you can start putting together a folder of useful information to give to those who will be taking over from you at the end of the year.
A handover occurs when newly elected committee members are preparing for their new roles. It is the responsibility of the outgoing committee members to handover the control of the club in the form of meetings, documents and shadowing.
*It’s worth mentioning it’s a good idea to keep a record of all the problems you experience throughout the year and how they were handled, so that your successors have a point of reference if they experience something similar.
There are a number of ways that you can carry out a handover and this will depend on the size of your group and which method you think would work best for your Club/Society.
The length of time your handover will take will depend on the size of the Club/Societies committee and how many members the Club/Society has. For example a club with 90 members and 6 committee members will require more than just a 5 minute meeting or a phone call with new committee members.
Tailor your handover to the needs of your successor. Think about the level of experience and knowledge of the person you are handing over to. For example if you are handing over to someone who has already held a committee position the handover itself won’t have to be as in-depth as someone who has never held a committee position before.
Understand that it’s up to the new committee if they want to change things or take the Club/Society in a different direction. Don’t interfere.
Once the handover is complete let the new committee members get on with it. They don’t need you breathing down their neck; just let them know you’re on the other end of the phone if they need help.
Leave your handover until the last minute i.e the week you leave University. It’s more than likely you will forget important information and the hard work you’ve put in over the year will be lost. A good and effective handover is not done in 5 minutes.
Don’t be afraid of asking a SU staff member for help, we’d rather help you deliver an effective handover than be left with a new committee that’s underprepared
Don’t Panic – Handovers can be stressful but with good planning and a bit of patience you’ll be fine.
Don’t disappear after the handover – make sure the new committee have your contact details, there are bound to be things they don’t understand or things you have forgotten.
If in doubt contact your campus Activities Assistant or the Student Development Co-ordinator.