This document provides guidance on handling the resignation of a non-profit board member. It outlines a 4-step process: 1) Take heart and understand change is inevitable; 2) Assess the situation by clarifying roles, projects, and expertise; 3) Transfer knowledge from the departing member to new members; 4) Wrap up loose ends such as records, communications and transitioning access/roles. The goal is a smooth transition that maintains organizational security, stability and strategic direction.

2. A Non-Profit Board Member
has Resigned..
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3. Susanne Petersson 3
We aren’t
prepared for
this!–
Now What??

4. to prepare for a
smooth transition
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it is possible
Even if the news is
unexpected,

5. Have a Strategy in
Place
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6. Follow these steps
1. Take Heart
2. Assess the Situation
3. Transfer Knowledge
4. Wrap up loose Ends
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7. 1. Take Heart,
Situations Change
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8. Realize that change is Imminent
And… turnover is real and related costs can
be high
 Monetary cost
 Projects & program delay
 Time to search for another member
 Cultural impact of new board member
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Avoid unnecessary Costs!
Plan for a smooth
Transition

10. Listen to Understand
There are external forces, such as
 Professional life
 Personal emergency
 Family obligations
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11. Listen to Understand
There are internal forces as well, such as
 Fatigue from a demanding role
 Organizational direction
 Desire for a change
 Personality conflict
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12. Agree to a new Role
There are a number of possibilities
 A different role within the board
 Committee work
 Remain an active member
 Complete disassociation
This document continues to refer to the person as an
departing member regardless of new role
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13. Listen for expected Timeframe
The departing board member may expect
the transition to be
 Immediate
 During a current term
 At upcoming re-election
Manage the expectation
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14. View this as an Opportunity
For growth of current and new board
members
For re-evaluation of
 Current projects
 Strategic plan
 Established processes
 Upcoming event participation
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15. Review Documentation
Transitions are most effective when boards
follow their own by-laws, protocol
 Resignation process
 Quorum obligation
 Nomination process
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16. 2. Assess the
Situation
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17. Clarify Current Status
Examine each task/project based on
 Strategic plans
 Meeting minutes
 Committee reports
Confirm role/expertise of departing member
 Biography
 Meeting minutes
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18. Establish a Tentative Timeline
Base on Target end date
Balance needs of the:
 Departing individual
 Current board
 Newcomers
 Organization
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19. Identify Current Needs
Track existing workloads against tentative
timeline
 Separate what can be postponed
 Management of recurring reports
 Tasks that require a single contact
 Participation within group projects
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20. Associate needs with Expertise
Assuming tentative timeline, assign to
 The departing board member
 Another individual board member
 Group of board members
 Non-board committee(s)
Non-urgent initiatives have been postponed
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21. Close potential Expertise Gaps
Capitalize on Nomination Committee’s
suggestions
 Organizational requirements
 Individual availability
 Support of mission and vision
Consider recommendations by other board
members
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22. Assess and Update Timeline
Verify aspects of the transition
 Status by project
 Ownership of each task
 Training period
 Required on-boarding
 Future of departing
member
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23. 3. Transfer Knowledge
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24. Frame the Transition
Balance needs of members involved
 Time the overlap to be as long as possible
to complete the knowledge transfer
 Time the overlap to be as short as possible
to avoid confusion
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25. Transfer Tools
Ensure new and transitioned members
have
 Appropriate hardware, software
 Access keys, tokens to physical property
 Software login codes, portal links
 Suitable membership(s)
 Activity schedule, calendar
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26. Transfer Relations
Introduce new and transitioned members to
 Other board members
 Administrators of data and tools
 Committee members
 Relevant third-parties
 Key industry/event contacts
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27. Transfer Tasks/Projects
Invite new and transitioned members to
 Shadow for a period of time
 Prepare for upcoming events and talks
 Review required documentation
 Examine project status and expectations
 Become familiar with relevant reports
 Preview upcoming projects
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28. 4. Wrap Up Loose Ends
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29. Tally the Records
Balance the books of what remains owed
 Total service hours
 Finalize expense reports
 Audit physical items to be returned
 Payout any monies owed
 Modify membership status
 Revise 990 and other required reports
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30. Finalize Communications
Get the word out!
 Introduce the transition and new team to
secondary contacts
 Update internal/external outlets with role,
photo, biography, contact information
 Prepare a positive press statement
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31. Confirm Timeline
The final step, similar to a project ‘go/no-
go’ decision point
 Tasks/projects reviewed and
up-to-date
 Contacts prepared for their
upcoming assignments
 Board comfortable with the
transition
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32. Transition the Role
This is the final stage
 Revoke access to electronic portals
 Retrieve assets and access devices
including badges and parking passes
 Close board-related accounts
 Initiate noncompete, other agreements
 Accept return of documents and reports
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33. During this Process …
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34. Maintain
Organizational
Security
&
Stability
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35. Security Maintained via Audit
Trails
 Board membership
 Cyber security
 Legal
 Financial
 Physical property
Match duties with accessibility to
sensitive data
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36. Stability Maintained via shared
Knowledge
 Mission and Vision
 Expertise
 Strategic direction
 Initiatives
 Financials
Transitioning the heart and soul of the
Organization
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37. Evaluate Organization Direction
 Re-introduce non-urgent tasks
 Assess strategic plans
 Revisit projects that were tabled
 Analyze financial requirements
 Amend procedures
 Energize mission and values
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38. This is not necessarily the End
for departing Board Members
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39. This is not necessarily the End
Invite them to future events,
encourage to remain involved!
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40. Having a Strategy in
Place
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Supports
a smooth
Transition in a
timely Manner

42. Follow these steps
1. Take Heart
2. Assess the Situation
3. Transfer Knowledge
4. Wrap up loose Ends
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43. This is the beginning of a
new order within Your
Board
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My name is Susanne Petersson
This is the framework I follow to offboard
members upon completion of service
Should your board find itself in transition, this
outline may serve as a valuable guide
SPetersson.usa@gmail.com
Susanne-Petersson-USA

45. Thank you!