...Changing of the Guard

Page 2.

Be Honest About the Past Year. Outgoing officers should be candid about problems they had and mistakes they made so that incoming officers may benefit from the wisdom of their experience. Offer critiques of meetings (were they exciting? well-attended?), Five-Star Program participation, Hallmark Awards entries, etc., and identify any areas which need improvement.

Set Goals. Allow incoming officers to think about what they would like to accomplish in the coming academic year and ask them to provide a written set of goals to the advisor by the end of the meeting.

Consider a Team Building Exercise. Invite someone (from the college or community, or perhaps your advisor or a student) to conduct an activity which will foster the team spirit of the group. You may consider beginning with an icebreaker, having frequent fun breaks, or concluding with an "action" activity. Don't let everyone fall asleep!

Don't Try to Build Rome in a Day. Set another meeting time during the summer for the new executive board and advisors only, so that this group can plot a calendar and plan the coming year's activities. Remember, your main goal for the day is to make sure every officer understands his or her new role.

Set High Expectations. Set the tone for your chapter in the coming year. If little is expected from officers, more often than not, they will miss meetings and neglect duties. However, if the chapter clearly outlines from the very beginning that officers are expected to attend all meetings, provide frequent progress reports, turn in necessary paperwork by set deadlines, etc., a foundation is laid for an effective year.

Identify the Proper Chain of Command. In all cases, officers should try to find the answers to their own questions by reading all materials carefully. If further guidance is needed, the advisor is the proper person to ask. Officers should not call Headquarters without first consulting with the advisor. Every chapter situation is different, therefore the advisor is the foremost authority for any chapter. You may also wish to identify a procedure for any complaints or problems officers may have.

Teach the Art of Delegating. This is the greatest gift chapters can pass on to future officers -- the idea that they don't have to do everything themselves! Explain how to form committees, play to member individual strengths, and plan ahead to avoid last-minute, "I'm in this alone" panic. Be sure to stress the difference between delegating: "Mary, would you like to head the promotions committee for our new fall service project next month?" and dumping: "Mary, the service project is tomorrow, will you make posters tonight in your spare time?" You may also need to explain the importance of follow-through.