The two new Program Managers (PMs) of GirlSportWorks arrive in just a handful of days, and we will have two weeks of orientation before we pass on the program from our management to theirs. Preparation for their arrival, however, has already been in progress for a number of weeks. Below are a few tips for laying the foundation of an NGO’s successful transition to new hands.
1. Preparing the Students
A recurring problem with NGOs, especially those that work with kids, is the “revolving door” of volunteers. That is, many who come to dedicate their time only have the ability to stay for a few weeks or months, which can be emotionally wrenching for the kids they mentor. Children become quickly attached to adults, and it is difficult for them to see those they love yanked from their lives so suddenly and with such frequency.
Thus, it is imperative that kids are notified of your upcoming departure with ample anticipation. In our case, we sat each group of girls down and explained that, while we would miss them dearly, it was time for us to return to the United States. We then said that there would be two new, very nice and fun profes coming to take our place, and gave the girls a chance to ask about their new teachers. At our battered teen women’s home, where the young mothers already have abandonment issues, this talk was especially important.
2. Prepping the New Program Managers
Last month we sent out a handbook to the new Program Managers. This contained information regarding where we work, how to get there, school contact info, and sample lesson plans. In editing the handbook, we aimed at providing enough specifics to give a comprehensive picture of our work, yet tried not to overwhelm them with unnecessary details.
As the new PMs will not only be learning the ropes of a new job, but also getting used to a new city and life in a developing country, it is useful to include in the handbook basic information about the city. Additionally, every year our bosses in the States send the new PMs a book on the history of Peru, in order to provide them with some cultural and political context of the country in which they will be living.
Most importantly, when introducing the new Program Managers to students and all school administrators, they should already be well schooled in the organization’s daily functions. The more confident and prepared they are, the smoother your transition will be.
Kimberly is currently serving as Program Manager for GirlSportWorks, a US-based NGO that seeks to enhance the lives of Peruvian girls through athletics.
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