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Succession Planning: A Key Sustainability Strategy
January 19, 2010
Carolyn Phillips and Trish RedmonDownload Webinar working package from http://www.passitoncenter.org/content/
Learning Objectives
1. To understand the purpose
2. To identify key positions
3. To perform “gap analysis”
4. To design a development plan
Download the worksheets for this Webinar from the Knowledge Base.
www.passitoncenter.org/content/ under New or Sustainability.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Definitions
Succession Planning• Is a subset of workforce planning in which
critical positions are targeted and staff are prepared to qualify for the target positions
• Sometimes called “building bench strength” or “building depth”
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Why?
Purpose: Succession planning is a key to sustaining the reuse program because it ensures that the most important assets are present –human resources with the knowledge and skills to accomplish the mission.
Goal: To avoid a personnel gap that diminishes or delays service to customers.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Succession Planning
Benefits:
Strengthens program’s capacity for long-term sustainability
Ensures smooth transition in change of leaders or key employees
Affords development opportunities for staff and Board members
Serves as indicator of program health topotential donors
1 2 3 4
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Challenges to tackling the issuefor leadership
For Leadership succession:• No anticipated change in near future• Absence of obvious candidates for development• Attempt to do plan leadership succession might
highlight issues (overwhelming job, inadequate resources, low compensation)
• Insecurity of the incumbent? (Not any of us!)
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Planning for leadership succession
Step 1 Step 2 Step 3 Step 4
Consider short-term, interim and permanent replacement situations with Board, Council
Identify candidates for each of the three circumstances
Define training opportunities in critical skills and competencies for candidates
Formalize the plan in writing; communicate it to staff
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Planning for leadership succession:Differing circumstances
Sustainable programs have consistent leadership (not gaps from lack of planning). A decision-maker should be available at all times.
• A “caretaker” for planned, brief absences: business travel, day off, ordinary illness
• A capable interim leader for longer absences: vacations, conferences, extended family emergencies, major illness or other unplanned absences
• A competent back-up for transition or replacement
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Leadership succession:Identifying candidates
• Start with candidates who have expressed interest in leadership (of this program or others); may be Board members or key employees
• Permanent replacement of the leader is a Board (or agency leader) decision, but program continuity is a responsibility of leader and advisory group. Don’t be the charismatic leader whose mission depends on one person. Think about the people served by the program.
• Exercise leadership. Think about replacements and initiate the discussion with the appropriate parties.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Leadership succession:Training opportunities
• Become a project-driven organization. This affords more opportunities for leadership roles.
• Introduce coaching and mentoring.• Create opportunities for would-be leaders to
interact with Board, donors and customers.• Involve leadership candidates in budgeting,
planning and decision-making.• Leave someone in charge when the leader is
away for short absences; discuss and evaluate the experience.
• Identify formal training opportunities: courses, seminars, conferences, Webinars, etc .
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Leadership succession: A plan
• Formalize the leadership succession planning in writing. Get Board or agency leader approval.
• Share the development plan with major supporters/donors.
• Communicate the importance of planning to the staff.
• Tie leadership succession planning to key employee succession planning so that it is perceived as part of the mission.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Challenges to tackling the issuefor key employees
For Key Employee succession:• No time for training (people to do the work
while employee is training)• No money for training• No readily available resources for the
training needed• Lack of commitment? It’s not easy.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Succession Planning: The Process for Key Employees
Track progress
Identify key positions, priorities
Assessbench
strength
Perform gap
analysisDevisedevelopment
strategies
Succession Planning
Model
1. 2.
3.
4.
5.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Step 1: Using a tool to identify key positions and priorities
Key Positions Worksheet
Area/Dept. Key Position(s) Incumbent PositionImpact
(L-H: 1-10)
VacancyRisk
(L-H: 1-3)
Priority
Fin/Acct
HR
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Identifying key positions
AREA Key Position Incumbent Position
ImpactVacancy
RiskPriority
Finance & Accounting
Accountant Bill G.
ProgramOperations
Technician Jose M.
User Services
Intake ClerkO.T.
Alicia R.Maya K.
MarketingCoordinator Keenah V.
Human Resources
Coordinator Pearl M. Outsourced
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Using Worksheet #1 to assess priorities
Key Positions Worksheet• In Column 1, check (or insert) the key
functional areas in your reuse program.• In Column 2, identify the positions that are
key to the program’s activities.• In Column 3, insert the name of the person
who currently holds the position.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Assessing priorities, cont.’
Key Positions Worksheet, cont.’• Column 4: Assess position impact – the
difficulty of replacing the person based on function, responsibility, authority and skills– Low (1-3) Common knowledge, skills– Medium (4-7) Important knowledge, skills– High (8-10) Critical, unique knowledge (a
specialist), or a competitive market
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Assessing priorities, cont.’
Key Positions Worksheet, cont.’• Column 5: Assess likelihood of vacancy – due
to marketability, approaching retirement, other interests, personal circumstances– Low (1) Greater than five years– Medium (2) Within five years– High (3) Within one year
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Assessing priorities, cont.’
Key Positions Worksheet, cont.’• Column 6: Assign priorities.
– Add Cols. 4 and 5 – The sum of these columns should determine your priorities in developing backup, with the larger numbers getting priority.
– Number the priorities.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Assign priorities
AREA Key Position Incumbent Position
ImpactVacancy
RiskPriority
Finance & Accounting
Accountant Bill G. 8 1 9 = #3
ProgramOperations
Technician Jose M. 9 3 12 = #1
User Services
Intake ClerkO.T.
Alicia R.Maya K.
49
12
5 = #511 = #2
MarketingCoordinator Keenah
V.7 1 8 = #4
Human Resources
Coordinator Pearl M. Outsourced
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Step 2: Assess bench strength
AREA Key Position Incumbent Backup #1 Backup #2 Notes
LeadershipDirector Elaine S. Bill – for
short term
Finance & Accounting
Accountant Bill G.
ProgramOperations
Technician Jose M.
User Services
Intake ClerkO.T. (.25)
Alicia R.Maya K.
Emerg. KV
MarketingCoordinator Keenah
V.Elaine covers emergencies
Human Resources
Coordinator Pearl M. Outsourced
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Identifying candidates for backup training
How do you choose candidates?• Start with expressed interest from the
person (performance evaluation goal-setting or comments)
• Consider who already knows portions of other jobs and would be interested
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Identify candidates to increase bench strength
AREA Key Position Incumbent Backup
#1Backup
#2 Notes
Leadership Director Elaine S. Bill G.
Finance & Accounting
Accountant Bill G. Susan M., board member w/ exp and interest
ProgramOperations
Technician Jose M. Andy J. , Volunteer
User Services
Intake ClerkO.T. (.25)
Alicia R.Maya K.
Brenda W., volunteer
?????
Emerg. KV
MarketingCoordinator Keenah
V.Pearl
Human Resources
Coordinator Pearl M. Keenah Outsourced
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Step 3: Perform Gap Analysis
Gap Analysis• Use job descriptions to identify competencies
or skills that are essential to the job• Identify training competencies and skills that
target backups need to learn (Worksheet #3, column 2)
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Step 4: Design a Development Plan
Development Plan• Determine additional training required for
each individual• Identify a source for training – OJT cross-
training, on-line Webinars or courses, local training/education (Worksheet #3, Col. 3)
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Developing the Plan, cont.’
Development PlanMap a timeline for all proposed training and
development. (You probably can’t do this in one year, maybe not even in two.) Worksheet #4 is one way to present a multi-year plan.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Developing the Plan, cont.’
Development Plan
• Prepare a budget for the training.• You may want a one-page plan. The one-page plan
is great for use as a monitoring tool. Track your progress as employees complete training.
• Perhaps you should draft a succession plan you can share with your board or advisory council. See the outline in the training package.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Summary
• Planning for uninterrupted leadership is key to sustaining the program.
• Developing successors for all key positions contributes to consistent service, sustains the program and builds a better-qualified staff.
• Failure to do succession planning can be as damaging as failure to obtain operating income.
• Commitment is as important as money in succession planning.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010
Questions or Suggestions?
ContactCarolyn@passitoncenter.orgTrish@passitoncenter.org
CEUs are now available for Pass It On Center Webinars through the AAC Institute.
Pass It On Center | Succession Planning Webinar | Jan. 19, 2010