A good handover is essential to ensure that your group continues to develop and that the new committee has the information they need in order to be effective.
What exactly is a handover?
This is when an incoming committee is preparing to take over a club/society and is introduced to their roles and responsibilities by the outgoing committee. It is then followed by an induction with a Development Coordinator to welcome them to their role and provide information about the operations of the Union. It is useful to refer back to the handover and update it after you have undertaken your role on committee and use it to identify skills you have developed and esnure you document this on your CV.
Why is it important?
It ensures that there is continuity between outgoing and incoming committees so that there can be long term plans and development opportunities for the group. It prepares the new committee to continue developing the group, and also limits the risk of repeating mistakes made by previous committees. It's also the space for sharing contacts and knowledge, and for inspiring your successors.
When should you do a handover?
Ideally the handover should be done within a fortnight of the AGM. You need to prepare them for the role they are about to undertake, so write your handover throughout the year, documenting your group's activity so that you have the information prepared in good time.
- Different people respond/interact in different ways, so where possible, tailor the handover to different committee members
- Write down the ideas and knowledge in your head!
- Offer clarity, but also be honest. What is a definite requirement of the role and what is a personal reflection and observation of what is actually entailed
- Give them ideas and suggestions but don't hang over them. Let them take responsibility and come ask you for support if they need to. Let can make different choices or decisions if they want to
Think of all the things you wish you'd know when you took over in the role. If your group was to ever close, the information in the handover can assist with reactiviating it when a committee forms.
Methods of Handover
There are different options for handing over, so consider as a group how you might want to proceed. Ideally you should produce written documents, physically and digitally, that are stored in a space that can be accessed by the new comittee (i.e. Google Docs/a ringbinder). It is recommended that you share a copy of your handover with your Development Coordinator. You can also arrange a meeting with outgoing and incoming committees together, or schedule one on one meeting, i.e. just secretaries together.
- Don't just hand over lots of text, make it visual - add in photos, videos, awards.
- Look bigger and produce a historical log and collect examples of good practice over the years
What single bit of advice would you give the new committee? Put yourself in the incoming committee's position – what information would you have wanted at the start of the year? Handovers should be updated throughout the year, so if you encounter a problem, document it. Highlight all aspects of the club/society, the good, the bad and the awesome.
Committee Tick List
To ensure a smooth transition from one committee to the next, it is crucial a good handover is undertaken. It's important for the two committees to work together for the period after the AGM. Regular communication is essential to ensure important deadlines are met.
Read through the tick lists below and ensure both outgoing and incoming committees complete the necessary paperwork so you can start running your group.
- Handover Report: this should contain important information for the next committee to develop and work with
- Share any problems you had and how you dealt with them
- AGM Minutes
- Register of attendance
- Captain/President's report
- Finance report
- New Committee Contacts: Name, position, email, mobile
- Arrange an induction
- Development Coordinator contact information
- Cash Office online training
- Attendance at Skills Training Day (May/November)
- Subsidy funding application
- Risk Assessments
- Code of Good Practice
- Register Coaches/instructors
- Insurance + qualifications
- Update insurance and affiliation
- Booking rooms/sessions
- GIAG application: Semester 1 + 2