Succession Planning and Annual Handover

Key considerations for future proofing your playgroup include:

who is going to take responsibility for the management of the playgroup
recruiting new members

It's recommended to plan ahead with recruiting new people to lead your playgroup.

Handover Information for Playgroup Committees and Management Groups

Successfully handing over information and resources from one committee or organising group to the next, helps to ensure things run smoothly and that the incoming committee feels confident and supported in their roles.

At the changeover of a committee or organising group it is a good idea to plan a ‘wind up’ meeting or process to hand over records and information.  Ideally this should be as soon as possible after the AGM, end of year meeting, or change of management team.

Handover process  
Suggestions for ensuring a smooth handover of responsibility include:

Provide Job Descriptions for positions and/or instructions about tasks

• Allow time for incoming committee members to find out about the job they are taking on and to ask questions
• Ensure the financial records are in order and include budget information in the handover
• Changing signatories for bank accounts - make sure you have documented the changes authorised in minutes of meeting to give to the bank. Have the forms ready for everyone to sign.
• Ensure all records and relevant information is provided to the incoming committee (see checklist)
• Provide contact information for outgoing people
• Provide information about any upcoming events or important dates and processes
• Include information about PGWA membership issues and processes including updating information in the Membership System, as well as contact details for your PGWA Development Officer
• Set a date for the first meeting for the new committee or management group
• Celebrate the success of the past year and acknowledge the efforts of volunteers in your group

Handover Checklist

Allocating Committee Access in the Membership System and Support Resources

Once a new committee has been appointed, their details will need to be added to the membership system's Playgroup Contacts section. This needs to be done by a current committee member who has access to this. Instructions on how to update committee member details are in this video here: 'Updating Playgroup Contacts Information'

For more instructions including videos, flowcharts and resources on how to use the Playgroup WA Membership system click here. Please share this information with new committee members. This page will be regularly updated.

There is a log in link to the Playgroup WA Membership Portal located at the top of the Playgroup WA website.

Keeping an eye on your current and future membership needs and planning for those needs will help ensure that the playgroup remains healthy and viable. Further information about recruiting new members is here.

It's important to give consideration to your playgroup’s future needs early. Our Development Officers are happy to work with you around planning for these future needs. If you would like help and support in working through some of these issues and processes, please contact your Development Officer or hotline@playgroupwa.com.au

Succession Planning and Annual Handover

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