Committee Handover Checklist

Committee Handover Checklist

As the year winds down, committees and boards may find themselves shifting leadership to a new group of officers. As someone who often finds themselves as an incoming or outgoing Chair, I know that a formal handover process often gets overlooked. I have failed on occasion to hand off the leadership of a committee without following the critical steps required to give the incoming Chair what they need to start off successfully. Chairing any group comes with enough challenges without being cast into a new pool and being expected to swim. 

With my past failings in mind, I thought I would share some important steps for ensuring a successful handoff.

1. Knowledge Sharing
   It is important that the incoming and outgoing Chair make time to discuss the group's current initiatives. There may be task forces working on specific projects on which the new Chair will need an update and status report. Consider what goals the group has set for itself. Have the goals been met? Is goal-setting for the coming year a priority? Is there a calendar of events already created? Does the committee have Terms of Reference?
2. Documentation
   Does the new Chair have access to the group's documentation? Do they have access to previous minutes and agendas? Do they have a contact list for other group members? Do they have the contact information for related stakeholder groups the committee interacts with? Make sure the new chair has any account and log in information that they may require to access committee information. 
3. Communication
   Does everyone who needs to know ''know''? Updating oversight committees, other stakeholder groups, related committees and liaisons should be handled by the outgoing Chair. The incoming Chair shouldn't have to start out by introducing themselves to people they may never have met or interacted with before. They may not even know who the key players are. It will also be important to update any published information about the committee to reflect the new leadership team.
4. Finance
   Does the group have a budget? Introduce the new Chair to whomever is in charge of the group's finances. Make sure the new Chair understands what financial commitments the group has agreed to, and what they are supposed to be spending their resources on. Educate the new Chair on how the group is funded and how invoicing and accounts payable are handled.

When handled correctly, a committee handover ensures that the group continues to be successful and can hit the ground running. Don't forget how it felt to take over a committee without any assistance, and make sure you don't leave someone else feeling that way.

Sher Kirk – Operations Director, Utility Safety Partners