Doing Handovers: Setting the Next Committee Up for Success

Why a Good Handover Matters

A successful handover sets the tone for the future of your ACS. It ensures that your hard work and experience are passed down to the next committee, giving them the tools they need to lead effectively. Rather than letting the new team start from scratch, a strong handover provides guidance, confidence, and continuity.

Documenting the Year

Before your term ends, take time to reflect on the year as a whole. Record major events and activities, and explain how they were organised. Be honest about what worked well and what could have been improved. This honest reflection allows the next team to learn from your experiences and avoid repeating past mistakes. It's helpful if each officer keeps track of key lessons and processes throughout the year, so important details aren't forgotten when the time comes to pass them on.

Identifying and Supporting Future Leaders

One of your responsibilities as a leader is to spot and support potential in others. Think about the members who consistently showed interest in the society’s events and who demonstrated initiative. These individuals are often strong candidates for future leadership. Encourage them to get involved, and let them know you believe in their ability to contribute. Sometimes, that simple encouragement is all it takes for someone to step forward and put themselves up for election.

Reviewing and Adapting Committee Roles

Each society is different, and its needs can change from year to year. Rather than reusing the same committee structure every time, reflect on whether the current roles still serve your goals. Perhaps a new role is needed, such as a Sponsorship Officer, or maybe some existing roles could be merged. A flexible approach allows the new committee to be more responsive to the current needs of its members and objectives.

Running a Successful Handover Day

A full handover session is key. Start the day with a welcome and a chance to socialise—congratulate the new committee and make them feel appreciated. Move into a full group session where you discuss the year openly, including your achievements, behind-the-scenes stories, and lessons learned. Then, break into smaller groups so that outgoing and incoming officers can discuss role-specific information and answer questions in detail. Finally, regroup to share what everyone has learned, address any remaining questions, and end with a relaxed social—whether that’s pizza, cake, or a fun handover TikTok.

Creating a Framework for Success

To ensure the incoming committee feels confident stepping into their roles, prepare a clear and structured guide. This can include instructions for recurring events, a summary of how to navigate the Student Union (such as submitting event plans, doing risk assessments, and completing mandatory training), and tips for effective planning.

Offering Ongoing Support

Even after the handover, your support can make a big difference. The new committee may face situations you’ve already navigated, and your insight could save them time or stress. Let them know that you're available to answer questions during their term, and check in from time to time. A little guidance goes a long way.

Passing on Key Information

It’s essential to pass on administrative and logistical information in an organised way. Provide login details for emails, social media accounts, university platforms, and shared drives. Create a Google Drive or similar shared folder where everything is stored. The society's financial information is equally important—ensure the president and treasurer understand how to access funds, how reimbursements work, and what the current financial situation is. Share financial expectations, budgets, and any ongoing costs so that the new team can plan responsibly from day one.

Strengthening the Team Culture

Effective teams don’t just work together—they connect. Encourage the new exec to build strong relationships early on. Socials are a great way to do this, helping to create trust and ease communication. Recommend that they set up group chats for the entire exec as well as sub-teams (for example, a PR and Media group chat), so that communication is clear and responsibilities are shared. A shared digital calendar is also essential—it allows everyone to track upcoming events, meeting dates, and exec availability.

Final Reflections

A strong handover takes planning and effort, but it’s one of the most important parts of your leadership journey. By sharing what you’ve learned, you help secure the future of your society. You also make space for new leaders to thrive, building on your legacy while shaping their own.