In my current consulting work, I’ve stepped into several interim leadership roles (CEO-level or executive positions) when an organization needs stability after a senior staff member departs. Sometimes these transitions are planned and well-supported, like when a long-serving leader retires and leaves behind a thoughtful handoff. Other times, they’re more abrupt. There’s no roadmap, and the organization needs someone who can learn fast, earn trust, and keep things moving forward.

As an interim leader, I know my time is limited. My job is to provide steady leadership without adding unnecessary burden to the staff. That means getting up to speed quickly and doing so in a way that respects the team’s time and capacity.

One of the most effective ways I’ve found to onboard quickly is by receiving and reviewing a core set of documents. These materials give me a snapshot of the organization: who’s on the team, what the strategic priorities are, how the finances are managed, and how the board operates. They help me understand the context so I can make informed decisions without constantly asking for background.

Here’s a list of the documents I ask for when I come in as an interim CEO:

Financial

• Last 12 months financials
• Last 3 year budgets
• Recent audits
• Finance committee meeting books
• Financial trend data for 7+ years
• Funding including active and submitted grants and a prospects list

Strategic

• Strategic plan
• KPIs
• Goals

Governance

• Bylaws
• Board policies
• Board Books
• Board meeting minutes
• Committee charters
• Board and Committee rosters
• Calendar of Board and committee meetings

o Staff

• Org chart
• Job descriptions
• Recent goals
• Staff handbook

o Programs

• Program descriptions
• Calendar of major events

This probably looks like a pretty obvious list, but organziations vary. Some may not have an active strategic plan, others have the committee information distributed across several staff members’ personal drives. Additrionally this list doesn’t include some of the nice bur not necessary information such as maps of informal relationships that are often key to getting things done.

Every organization is different. Some have robust transition binders, while others are handing over a laptop and a few email threads. Even in the most minimal handoff, having a standard set of documents makes all the difference.

What would you add?
If you’ve served as an interim executive, or if you’ve onboarded as a new leader, what documents did you find indispensable? What helped you make sense of the culture, priorities, and people? I’m always looking to refine my approach. Please drop your suggestions in the comments or shoot me a note.

We get better when we share what works.