Overview
This guide outlines the key elements of preparedness for nonprofit board members and executive directors to ensure continuity and operational stability in the event of leadership changes, succession, or unforeseen circumstances. Following this guide, organizations can safeguard their mission, operations, and governance during transitions.
“Hit by a Bus” Checklist
1. Organizational Governance
- Mission, Vision, and Values Statement, Owner: Board Chair, Update Frequency: Annually
- Bylaws and Articles of Incorporation, Owner: Secretary, Update Frequency: Every 3-5 years/as needed
- Board Member Contact List, Owner: Board Chair/Secretary, Update Frequency: Quarterly
- Board and Committee Roles and Responsibilities, Owner: Governance Committee, Update Frequency: Annually
2. Financial Information
- Budget and Financial Reports, Owner: Treasurer, Update Frequency: Monthly
- Bank Account Access and Signatories, Owner: Executive Director and Treasurer, Update Frequency: Annually/as needed
- Grant and Donor Information, Owner: Development Director, Update Frequency: Quarterly
- Audit and Tax Records, Owner: Treasurer, Update Frequency: Annually
3. Operational Information
- Staff Contact List and Organizational Chart, Owner: HR Manager, Update Frequency: Monthly
- Key Vendor and Service Provider Contacts, Owner: Operations Manager, Update Frequency: Quarterly
- Office and Facility Access (e.g., keys, codes), Owner: Operations Manager, Update Frequency: As needed
- IT System Access and Passwords, Owner: IT Manager, Update Frequency: Quarterly
4. Programs and Services
- Program Overview and Key Metrics, Owner: Program Director, Update Frequency: Quarterly
- Fundraising Events and Campaign Plans, Owner: Development Director, Update Frequency: Annually
- Volunteer Roster and Roles, Owner: Volunteer Coordinator, Update Frequency: Quarterly
5. Legal and Compliance
- IRS Determination Letter, Owner: Treasurer, Update Frequency: As needed
- Insurance Policies, Owner: Executive Director, Update Frequency: Annually
- Compliance Calendar (e.g., state filings, licenses), Owner: Secretary, Update Frequency: Quarterly
6. Crisis Management
- Crisis Communication Plan, Owner: Communications Director, Update Frequency: Annually
- Emergency Contact List, Owner: Operations Manager, Update Frequency: Annually
- Backup of Critical Documents, Owner: IT Manager, Update Frequency: Monthly
7. Succession Planning
- Succession Plan for Key Roles, Owner: Board Chair, Update Frequency: Annually
- Interim Leadership Contacts, Owner: Board Chair, Update Frequency: As needed
8. Strategic Direction
- Strategic Plan, Owner: Executive Director, Update Frequency: Every 3-5 years
- Annual Performance Goals, Owner: Executive Director, Update Frequency: Annually
Best Practices for Leaders and Succession Planning
Document Storage
- Store all critical documents in a secure, centralized location with controlled access.
- Maintain both digital and physical copies where appropriate.
Regular Review
- Ensure periodic reviews of all items on the checklist.
- Schedule updates to coincide with board meetings or annual planning sessions.
Cross-Training
- Train key staff and board members on critical processes and systems to ensure knowledge sharing.
Communication
- Clearly communicate roles and responsibilities in the event of leadership changes.
- Engage stakeholders in succession planning discussions to build trust and transparency.
Evaluation and Improvement
- Regularly assess the checklist and preparedness plan for gaps or inefficiencies.
- Update the plan based on organizational changes or lessons learned from past transitions.
Ensuring Continuity
By adhering to this guide, nonprofit leaders can build resilience and ensure the organization’s continuity, regardless of leadership challenges or transitions.