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
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Information
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| Region/Local Group Number
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| Current membership count
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| Membership trend (growth, decline, stable)
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Core recurring tasks
| Task
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Frequency
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Action
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Notes
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| New member outreach
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| Contributions to newsletter/website
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| New Member Events
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| Renewal reminders
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| Outreach to lapsed members
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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
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Activities
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Notes
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| Monthly
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| Quarterly
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| Annually
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Shared Responsibilities and Deadlines
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Answer
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Notes
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| What deadlines do I need to be aware of?
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| What responsibilities are time-sensitive?
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| What responsibilities are shared with other Local Group officers?
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What online tools does your Local Group use to connect and how are they used?
| Tool
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How Local Group uses
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Credentials
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Membership Officer Responsibility
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| Email
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| Social media
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| Mensa Connect
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Communications
| Area
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Notes
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| Do you submit a monthly article?
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| What does the editor need from the MO?
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| What is the newsletter deadline?
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| Template for the regular article?
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Existing templates
| Template
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| Welcoming new members
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| Welcoming moved-in members
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| Note to members moving out
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| Condolences to families
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| Renewal reminders
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| Lapsed member contact
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| Newsletter articles
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Tracking
- How do you track member contacts and follow ups?
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| Tracking mechanism
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| Frequency of updating
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| Who is it shared with?
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| How do I access it?
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| Reminder system
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| Role
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Name
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Notes
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| LocSec
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| Other ExComm
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| Area Coordinators
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| Newsletter Editor
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| National Office staff
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| National Membership Officer
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Current Status
| Question
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Notes
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| What are common issues that arise?
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| What are some known gaps or pain points?
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| What processes could use clarification?
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| What current situations require follow up?
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