Virtual Officer Transition Plan

VIRTUAL
OFFICER TRANSITION PLAN

Officer Transition is key! A successful officer transition helps keep you from having to reinvent the wheel and allows the chapter to continue growth
from year to year. Virtual transitions may differ a bit from in-person transitions. This plan will help you navigate what a virtual transition could look
like for your chapter.

Connect with your regional chair to ask about premium Zoom account access! Basic Zoom accounts cap meeting time at 40 minutes, while premium
accounts allow for no meeting caps.

ONE-ON-ONE MEETINGS

Each outgoing officer should plan to meet one-on-one with their successor over video call to cover personalized business of the position. During
this meeting, both incoming and outgoing officers shold be prepared to work through the day-to-day details of the position, including program
development, time management, reporting and general business. Utilize the chapter’s bylaws to gain a basic understanding of the position and
build from there, diving into responsibilities not outlined in the bylaws, feedback and goals. Take advantage of the screen share capabilities in
Zoom so you are both on the same page - literally.

Each outgoing officer should strive to have a one-on-one session with the incoming officer prior to any group transition meetings.

SAMPLE ONE-ON-ONE AGENDA (60 MINUTES)
1. Duties & Responsibilities

a. Outgoing officers will take this time to walk through their binder/digital file of information, pass along access to any online
documents they need and walk through a day/term in the life of the position

2. Officer Portal Training (if applicable for the position)
a. Prepare incoming officers for reporting duties by training them in Officer Portal duties and resources
b. Walk through each aspect of the interface you use and any advice for how to use OP effectively. Use Zoom’s screen sharing feature
i. Click the green “Share Screen” button
ii. Select which browser window you would like to share
iii. Click the red “Stop Sharing” button to stop sharing and return to the video screen
c. Verify incoming officers have been reported and are now listed in Officer Portal
d. Establishing an Officer Portal account
i. Open Officer Portal via the following link: https://op.apo.org
ii. Select “Click here to establish your Officer Portal account”
iii. Select initiating chapter, click next
iv. Enter last name at time of initiation/petitioning
v. Enter first name at time of initiation/petitioning
vi. Enter chapter roll number (can be found at the Officer Portal Members tab and on membership card)
vii. Enter pledge/petitioning year
viii. A link will be sent to the incoming officer’s email with instructions to setup a username and password. Please note, this may
take a few minutes. Be sure you check your spam mailbox if the email is not received in a reasonable amount of time.
e. Review any questions that may pop up throughout

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OFFICER TRANNSITION PLAN - CONT.

3. Goal Setting
a. Together, discuss the goals the outgoing officer has for the incoming officer, as well as what the incoming officer would like to
accomplish
b. Prepare these goals to share with the other officers
c. Questions to ask during transition:
iv. What do you wish you had been told (about being an officer) before taking this position?
v. What were your biggest successes this year?
vi. What are you most proud of accomplishing this semester?
vii. What are ideas that you tried that didn’t work?
viii. What would you do differently if given a redo?
ix. What do you recommend the next officer try?
x. Were there any projects you started but did not get to facilitate?
xi. What is the most rewarding aspect of this office?
xii. What is a resource you wish you had while in this role?
xiii. What is the most valuable resource that you utilized?
xiv. Where do you see the position expanding in the future?
xv. What is the best advice you have for your successor?
xvi. What is the most challenging aspect of being in your position?

THE GROUP MEETING

Get together as an entire executive board - both incoming and outgoing officers and chapter advisors - so outgoing officers can finish up business
and the incoming officers can observe current practices. When planning for the semester, make sure to leave ample time so that these meetings
can occur. If scheduled during the same time as finals or gradution, attendance may be minimal.

• Plan early. Try to allow enough time for the new executive board to have the opportunity to lead a meeting with the past executive board
present. This can allow for the old executive board to give some applicable feedback to the new officers

• Don’t hesitate to utilize the summer months to work through planning items for the next term

SAMPLE GROUP MEETING AGENDA
1. Welcome and Introduction (10 minutes)

a. Introduce new executive board
b. Advisors should join in for introductions to meet the new officer
2. Board Meeting (35 minutes)
a. Conduct typical executive board meeting, wrap up business from the term, receive updates from officers
3. Team Building (20 minutes)
a. Virtual team building exercises

i. Desert Island: In 30 seconds, find three items in your location you would bring with you on a deserted island
ii. Peaks and Pits: Share the best part of your week, and the worst part of your week

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OFFICER TRANSITION PLAN - CONT.

5. Goal Setting (60 minutes)
a. Each officer should be prepared to share one position-related goal (discussed during one-on-ones), an executive committee goal and
a chapter goal
b. Discuss goals and work together to prepare 3-5 goals the executive board will work to accomplish together and for the chapter

6. New E-Board Team Building (30 minutes)
a. Outgoing officers are free to leave the meeting while incoming officers host a team building exercise to get to learn more about each
other
ii. True Colors leadership assessment
iii. Personality test discussions

7. New E-Board Planning Session (60 minutes)
a. New officers create a calendar plan for the next term
b. Keep in mind the goals set earlier and how to start implementing them