For the CEO…

CEO Succession Planning

Succession Planning

• Succession Planning can be defined as a purposeful and

systematic effort made by an organization to ensure

leadership continuity, retain and develop knowledge and

intellectual capital for the future, and encourage

individual employee growth and development. (HR.com)

• Succession Planning

• Internal and external component

• Retaining skills and corporate knowledge

• Obtaining new skills and corporate knowledge

Begin at the Beginning

• Competency

• What do CEOs need to know?

• What should they know?

• What would it be nice for them to know?

• For instance

• CEOs needs to know how to budget…

• They should know how to explain budgeting to others…

• It would be nice if they could work in English and French…

Competencies for Library Staff

• SOLS has developed competencies

• www.sols.org/

• OLS - North Succession Plan / CEO Evaluation

• SSMPL hiring process

Competencies in selection

• The end result of succession planning is having

continuity of leadership; the right person in the right

chair. In order to accomplish this, the people

responsible for the selection must:

• Analyze the competencies

• Set the process and tools

• Determine how to find the person with the competencies

required for the job

• SSMPL selection process (a case study)

Sault Ste Marie Case Study

• Review job description and community profile

• Establishing Priorities

• Review of competencies and which were the greatest priority for a new CEO to enlist immediately

• Staff engagement, community engagement, budgeting

• Done with both Board and Staff

• Selection assessments based on these priorities

• Résumé assessment

• Interview questions

• Reference checks

Succession Planning

• Review job description and community profile

• Establishing Priorities

• Review of competencies and which were the greatest priority for a new CEO to enlist immediately

• Staff engagement, community engagement, budgeting

• Done with both Board and Staff

• Selection assessments based on these priorities

• Résumé assessment

• Interview questions

• Reference checks

SSMPL CEO Competency

Organizational

Leader

Demonstrates superior leadership skills; forward

thinking, directing the organization’s strategic

agenda and enlisting others to share in its

realization.

SSMPL CEO Competency

Secretary / Treasurer -

Financial

Perform the duties of Secretary/Treasurer to the Board in

accordance with the Public Libraries Act, R.S.O. 1990, s 15,

ss 3, 4, 5 and the By-Laws and Policies of the Sault Ste.

Marie Public Library Board.

Serve as Signing Officer of the Board and direct the financial

administration of the library’s services and operations.

Prepare and present to the Board, the library’s annual

operating and capital budgets for review and approval.

Exercise general financial control over all Library operations

in terms of approved budget allocations.

Provide the Board with regular statements and other

financial reports and analyses as required.

Manages the organization within budget allocation, making

sound financial and business decisions

SSMPL CEO Competency

Administration of

Library Operations

Plan, co-ordinate, direct, manage, and evaluate library

services and programs and allocate resources to ensure the

effective and efficient operation of the Library.

Responsible for the overall efficient operation of the Library

and for motivating and developing the skills of library staff

in alignment with the Board’s Values; fostering productivity,

professionalism and morale.

Responsible for ensuring Library complies with all relevant

provincial and federal legislation.

SSMPL CEO Competency

Policy and Planning

Advise the Board and recommend policies for the

development of the library system ensuring the goals and

objectives of the Library are met, and the Library facilities and

services meet the needs of the residents of Sault Ste. Marie.

In collaboration with the Library Board, develop the Library’s

Strategic Plan, policies and other plans. Ensure compliance

with policies and plans approved and established by the

Board and develop procedures for their implementation.

Analyze the changing needs of the community and in

conjunction with the Board develop strategic (long range) and

tactical (short range) plans.

SSMPL CEO Competency

Innovator Seeks and pursues opportunities that strengthen the

organization, improve productivity, and/or enhance

client service and creates an environment that

encourages and rewards employees to do the same

SSMPL CEO Competency

Personnel Administration

Establish and maintain personnel practices and direct the hiring,

training and development, performance appraisal, job evaluation,

salary administration, discipline and dismissal of all staff, in

accordance with provincial and federal legislation, collective

agreement, and Board policy.

Responsible for wage and salary administration. Recommend to the

Board agreements concerning wages, salaries and benefits. Advise

the Board on working conditions and staffing requirements. Act as a

liaison between staff and Board.

Conduct collective bargaining and review and seek resolution to other

labour/management issues.

Carry out annual performance appraisals of department heads and

administration employees and ensure that performance appraisals are

carried out through the balance of the library staff, in accordance with

Board policy and collective agreements.

Promotes a healthy and safe environment and ensure compliance with

the current Occupational Health & Safety Act of Ontario.

SSMPL CEO Competency

Staff Engagement Responsible for staff esprit de corps; develops and maintains

positive communication practices and working relationship

with staff. Fosters positive relations between staff and with

staff and management.

Able to positively engage staff in the implementation of

strategic plans and library activities.

SSMPL CEO Competency

Library Collection

Responsible for developing library collection(s) in

accordance with the Library Development Policy and the

Acquisition Policy for the Sault Ste. Marie Public Library

Archives.

Facilities

Ensure that physical facilities and properties owned or leased

by the Board are safe and well maintained and that the Board

is protected and advised with respect to liabilities.

Control capital purchases; responsible for the tendering and

administration of capital projects and service contracts in

accordance with Library Purchasing Policy.

SSMPL CEO Competency

Public Relations /

Community

Engagement

Maintain positive relationships with community agencies

and organizations and ensure library participation where

appropriate.

Act as the Board’s representative to the community, all

levels of government, and professional and other

organizations. Inform the Board of developments at all

levels of government which may impact on its mandate.

Engages the community in library planning and activities

as appropriate.

Act as liaison and in an advisory role to the Friends of the

Library.

SSMPL CEO Competency

Advocacy

Effectively market the library within the community.

Develop and coordinate strategies and programs for the

promotion and enhancement of library services within the

community.

Communicator Conveys information and ideas in a manner and form

appropriate for the intended audience.

Grantsmanship and

Fundraising

Identify and actively seek alternative sources of funding and

resource support to diversify the Library’s financial base.

Problem Solver /

Decision Maker

Clearly defines and seeks solutions to issues and opportunities,

carefully considering legal and organizational implications

and risk management

Ethical Consistently demonstrates ethical decision-making with

regards to all human resource, operational and strategic

issues.

CEO’s role in succession planning

• CEO’s role in succession planning

• Document procedures and policies

• Networking

• Have an annual work plan

• Work to build strong relationships outside the library:

council; municipal staff; volunteers; community

organizations

CEO’s role in succession planning

• CEO’s role in succession planning

• Work with the Board to ensure that your job description and those of your staff are up to date (Recommendation: incorporate core competencies into the job descriptions)

• Help the Board identify the importance of training opportunities to build those competencies

• Identify learning paths for staff both to be the best they can be, but if they have the interest/ability to learn new skills based on the competencies needed for higher positions • Training

• Opportunity to do things

• Educational and networking opportunities

• Assess and evaluate

CEO’s role in Succession Planning

• Advise the Board on where to find assistance in

selection process

• Outgoing CEOs should not participate in hiring their

successors

• If you build a strong staff, their abilities will be

apparent

Why look at outside candidates?

• You want to find the best person for the job

• With the competencies needed at that time

• Internal candidates have a natural advantage if

they also have the competencies

• Sometimes it is necessary for an organization to

have new blood

• A new competency is needed (e.g. Technology)

• A new culture is needed

• A new outlook is needed

Group Work

• SOLS competencies - Interpersonal

• Personal and Interpersonal Skill Sets:

• Communication

• Ethics & Values

• Learning & Growth Mindset

• Collaborative Relationships

Group Work

• Competency: Communicates effectively using a variety of methods

• Associated knowledge, skills and abilities:

• Communicates openly and directly, both verbally and in writing

• Identifies issues and ideas and provides information that is accurate and timely

• Participates in conversation as a means of exchanging information, ideas and perspectives in an environment of trust and respect

• Presents ideas in a manner that is clear and concise, with an appropriate level of enthusiasm

• Checks with listeners to ensure message has been received as intended and comprehended

• Demonstrates proficient writing skills (good grammar and sentence construction, accurate spelling, logical thought)

• Demonstrates the technical skills and protocols for communicating electronically.

Group Work

• Competency: Communicates effectively with a variety of audiences and individuals from diverse backgrounds

• Associated knowledge, skills and abilities:

• Speaks and writes in ways that are professional, welcoming and appropriate for different audiences

• Demonstrates proficient public-speaking skills (articulation, strong delivery, appropriate animation) • Accommodates and deals effectively with the perceptions,

perspectives and communication styles of different audiences

• Fosters an inclusive, affirming and respectful climate for communication.

Group Work

• Competency: Selects and applies the most appropriate and effective communication skills to meet situational needs

• Associated knowledge, skills and abilities:

• Communicates effectively to elicit information and to obtain consensus, persuade, instruct and motivate

• Understands and practises techniques of active listening and open-ended questioning

• Selects appropriate communication strategies to manage conflict constructively

• Demonstrates negotiation skills to secure beneficial outcomes.

Job Description Analysis

• What competencies are required to do this job?

• What competencies would be helpful to do this job?

• What education and experience will lead to

attaining these competencies?

Job Description Analysis

• Comparing the competencies

• What would it take to move from Clerk to CEO?

• What can we do to assist staff in attaining these

competencies?

Management & Leadership Skill

Sets:

• Budget & Finances

• Funding Development

• Laws, Policies & Procedures

• Ontario’s Public Library Sector

• Board Engagement & Development

• Municipal Relations

• Organizational Leadership

• Personnel Management

• Customer Service Champion

• Planning

• Project Management

• Service or Department Oversight

• Staff Training & Development

• Facilities

• Community Relations

• Marketing

Public Service Skill Sets:

• Customer Service

• Access Services

• Adult Services

• Programming & Outreach

• Readers’ Advisory

• Reference

• Patron Training

• Children’s Services

• Young Adult Services

Collection Management Skill Sets:

• Collection Development

• Collection Evaluation

• Collection Control & Maintenance

• Organization Of Collections

• Marketing Of Collections

Technology Skill Sets:

• Technology Core Competencies

• Software Proficiencies

• Hardware & Software Administration

• Operating & Automation Systems

• Public Access Computing

• Server Administration

• Networking & Security

• Web Design & Development

• Digital Resources Technology

• Technology Planning, Policy Development & Training

• Enterprise Computing

Succession Plan

• Succession Plan

• Written or embedded in staff development

documents

• Includes development and selection

• Includes existing and new staff

• Is about having the right people in the right places

Succession Plan

• OLS - North’s Succession Plan

• Two parts

• Part One is a development of competencies for the

CEO

• Part Two is a Career Development Planning Process

for staff