Membership Officer Handoff Checklist: Difference between revisions
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Revision as of 02:35, 4 June 2026
Purpose
Provide guidance for a smooth transition between outgoing and incoming Membership Officers.
This checklist can be used by outgoing and incoming Membership Officers to capture information needed for a smooth transition.
Why a Good Handoff Matters
A thoughtful handoff helps preserve continuity, reduce volunteer stress, and support a successful start for the next person in the role.
- Reduces the learning curve
- Prevents important tasks from being missed
- Preserves useful knowledge and practices
- Builds confidence for the incoming volunteer
- Supports member continuity and retention
What to Include in a Handoff
Not all groups will have all of this information or do all of these items. Not all of these tasks are always done by the Membership Officer. That's okay--just note what role has that task and move on. Focus on what is currently available; additions or changes can be made later. This section is for "getting up to speed" with what is currently being done.
Current Membership Snapshot
| Contact | Information |
|---|---|
| Region/Local Group Number | |
| Current membership count | |
| Membership trend (growth, decline, stable) |
Core recurring tasks
| Task | Frequency | Action | Notes |
|---|---|---|---|
| New member outreach | |||
| Contributions to newsletter/website | |||
| New Member Events | |||
| Renewal reminders | |||
| Outreach to lapsed members |
Typical Workflows
What tasks does the current Membership Officer do monthly, quarterly, and annually? (This could be answered by the Core Recurring Tasks section)
| Frequency | Activities | Notes |
|---|---|---|
| Monthly | ||
| Quarterly | ||
| Annually |
Shared Responsibilities and Deadlines
| Answer | Notes | |
|---|---|---|
| What deadlines do I need to be aware of? | ||
| What responsibilities are time-sensitive? | ||
| What responsibilities are shared with other Local Group officers? |
Tools and Systems
What online tools does your Local Group use to connect and how are they used?
| Tool | How Local Group uses | Credentials | Membership Officer Responsibility |
|---|---|---|---|
| Social media | |||
| Mensa Connect |
Communications
| Area | |
|---|---|
| Do you submit a monthly article? | |
| What does the editor need from the MO? | |
| What is the newsletter deadline? | |
| Template for the regular article? |
Existing templates
| Template | |
|---|---|
| Welcoming new members | |
| Welcoming moved-in members | |
| Note to members moving out | |
| Condolences to families | |
| Renewal reminders | |
| Lapsed member contact | |
| Newsletter articles |
Tracking
- How do you track member contacts and follow ups?
| Tracking mechanism | |
| Frequency of updating | |
| Who is it shared with? | |
| How do I access it? | |
| Reminder system |
Current Contacts - Who should I Know?
| Role | Name | Notes |
|---|---|---|
| LocSec | ||
| Other ExComm | ||
| Area Coordinators | ||
| Newsletter Editor | ||
| National Office staff | ||
| National Membership Officer |
Current Status
| Question | Notes |
|---|---|
| What are common issues that arise? | |
| What are some known gaps or pain points? | |
| What processes could use clarification? | |
| What current situations require follow up? |