Succession Planning Women in Public Service

Conference Hamline University

November 15, 2013

What is Succession Planning? 0 Succession planning is an organization’s design to

prepare individuals to fill mission-critical roles as vacancies occur

0 Part of ongoing workforce planning to ensure talent with the right skills in the right place at the right time

0 It focuses on developing talent within the organization

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Success Factors 0 Identify internal needs for critical positions with workforce data

0 Create a strong workforce development plan to meet those needs

0 Integrate recruitment and retention as part of strategy

0 Senior leaders are personally involved and hold themselves accountable for growing leaders

0 Employees are committed to their own self-development

0 Success is based on a business case for long-term needs.

0 A pool of talent is identified and developed early for long-term needs

0 Development based on challenging and varied job-based experiences

Office of Personnel Management, 2005

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Strategic Talent Management

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Human Capital Institute

Succession Planning: Bigger Than it Looks!

1. Identify critical positions 2. Identify competencies for critical positions 3. Identify succession management strategies 4. Document and implement succession plans 5. Monitor and evaluate

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Worksheet: Critical Positions

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0 Which positions, if left vacant, would cause major difficulties in achieving current and future business goals?

0 Which positions, if left vacant would be detrimental to the health, safety, or security of the public?

0 Which positions would be difficult to fill because they require particular expertise and/or the incumbents possess a wealth of corporate knowledge?

0 Is there a current or projected labor market shortage for certain necessary skills in your branch or sector?

0 Is this position the only one of its kind in a particular location and would it be difficult for a similar position in another location to carry out the function?

0 Look at business continuity plans for information on critical roles.

0 Where are the critical positions in your organization?

Developing Talent

10%

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20%

70%

Formal Learning

Social and Informal Learning

Stretch Assignments Work Experiences

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Knowledge Transfer Identify

Essential Knowledge

at Risk

Identify the “Giver”

Identify the “Receiver”

Select Knowledge

Transfer Tools

Monitor and

Evaluate

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Explicit Knowledge

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0 Easily documented, can be shared with or without personal contact.

0 Systems, tools, process guidelines, clients, structures, contacts, partners, etc.

0 Needs updating with changes over time.

0 Has longer lifespan as it is continuously updated and expanded.

Tacit or Implicit Knowledge

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0 What we know, but is not easily articulated.

0 Acquired through personal contacts or hands-on experience.

0 Based on capturing the flow of practiced expertise in in which specific and analytical knowledge become automatic.

0 Social relationships, organizational knowledge, simulations, case studies.

0 Generated through experience; encompasses thinking, interpretation, knowing and improvising.

Knowledge Transfer Examples

User’s Need Knowledge Transfer Method/Tools High performer/critical position is leaving

Knowledge capture interview Process mapping, documentation mentoring, job sharing, guided practice

Organization wants to capture and maintain knowledge

Team review and documentation Cross-organizational community of practice

Accelerate new hire productivity Checklists, job aids, rotational assignments, shadow and map processes, guided feedback

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Manager’s Role 0 Understand organization needs 0 Understand employee goals 0 Is performance skills or fit issue? 0 Identify when staff need to be challenged 0 Connect employees to relevant development

opportunities 0 Communication and feedback 0 Develop knowledge capture system for your unit

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