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The Future: Succession Planning, Competencies and Staff Development
Amy R. Hurd, Ph.D., CPRP Cindy A. Curtis, CPRP Associate Professor DirectorIllinois State University City of Virginia Beach
Session Objectives• Identify succession planning needs and processes to
implement succession plans into your agency
•Understand and discuss competency progression from entry level practitioners to CEOs
•Examine your own agency and/or profession to determine the viability of successful staff development programs
•Walk away with 3-5 good ideas you can put to work
Succession Planning• Identifying and preparing suitable employees
through training and mentoring to assume key positions within the organization.
•Systematically designed to ensure continued effective performance in the future
•Match current talent to future needed talent
•Right people in the right place at the right time to do the right things
Succession PlanningSuccession Plans Replacement Plans
• Long-term: 12-36 months
•Focus on future leadership
•Develops leaders capable of filling multiple assignments
•Short term: 0-12 months
•Focus on immediate needs
•Develops back-up staff for key positions
The Situation…
•The Boomer Effect▫82.8 million boomers▫1946-1964
▫2009, 80 million ready for retirement
▫Doesn’t account for death, illness, major life changes
60% of all companies don’t know what they are going to do about this
The Situation…
•The Gen X & Y Effect▫53% seek better
compensation and benefits. ▫35% cited dissatisfaction
with potential career development.
▫32% said they were ready for a new experience.
The Situation…
•The Skilled Workforce Effect▫More jobs require
skilled workforce
▫Increased difficulty in filling these jobs
Why Isn’t Succession Planning More Common?
▫Time consuming▫Important, but not urgent▫No immediate results▫Resistance from managers
and directors (threatened)▫Mentality that employees
are short-term
Why SP Should be Common▫Leaders/potential leaders want to work for quality
organizations…basic systems theory▫Provides an opportunity to identify potential leaders
and groom them for advancement▫Helps the organization prepare for the future▫Encourages employee satisfaction and retention▫Organization can effectively function during a search▫Assures continuity and a strong organization
Builds a strong core
Succession Planning Steps Step 1- Understand Development Needs Step 2- Assess Job Demands & Performance Step 3- Build the Talent Pool Step 4- Facilitate Development Opportunities
Step 1- Understand Development Needs
• Map out competencies of organization
• Assess organizational & individual competency gap
• Develop workforce planning document
•Competencies ▫Skills
abilities required to perform the position
▫Knowledge information required for the
position ▫Characteristics
attitudes, personality factors or mental traits needed
Step 1- Understand Development Needs
Model for Effective Performance
The The individual’s individual’s
competenciescompetencies
The job’s The job’s demandsdemands
The The organizational organizational environmentenvironment
Effective specific Effective specific actions or actions or behaviorsbehaviors
BALANCEBALANCE
Boyatzis (1982)
Step 1- Understand Development Needs
•Understanding competencies will…▫Clarify effective & efficient performance requirements
now & in the future▫Align skills with strategic direction▫Help organization become “lean & mean”▫Hire right people
Any bad hires? Why???▫Predict success of employees
Step 1- Understand Development Needs
•Common Competencies▫Communication skills▫Customer service▫ Leadership & management principles▫Creativity & innovation▫Multi-tasking & time management▫Flexible, adaptable, innovative, creative▫Solve problems & make decisions▫Networking▫Comprehensive knowledge of the field
25 common competencies
Step 1- Understand Development Needs
•End result of step 1:▫Understanding of what competencies are▫Understanding of the competency gaps within the
organization ▫Understanding of the development needs of the
organization▫Understanding of how employees develop by level▫Develop plans for all levels in the organization…only
10% do
Step 1- Understand Development Needs
Succession Planning Steps Step 1- Understand Development Needs Step 2- Assess Job Demands & Performance Step 3- Build the Talent Pool Step 4- Facilitate Development Opportunities
•Know where you are before determining where you are going
• Identify:▫Key positions▫Competencies needed for each position▫How individual performance will be appraised
Step 2- Assess Job Demands & Performance
•Key positions…how to identify them▫Consequences of not filling a position
Tasks or decisions put on hold Change in service levels Reduction in efficiency/effectiveness
▫Look at organizational chart What is the unique function of the job? Why is a position so important? Key skills? Can your organization operate without this position?
Step 2- Assess Job Demands & Performance
• Identify competencies for each job▫Job analysis
Outline essential functions, roles, responsibilities What people are expected to do What the person actually does & what others
think they should do Results in a job description & task inventory Example….
Step 2- Assess Job Demands & Performance
• List duties, responsibilities, activities, essential functions in order of importance
1. ____2. ____3. ____4. ____5. ____
• Approximate % of time devoted to each
1. ____%2. ____%3. ____%4. ____%5. ____%
Step 2- Assess Job Demands & Performance
Virginia Beach Parks & Recreation Dept.
Step 2- Assess Job Demands & Performance• Example of competency-based performance criteria
▫Essential function Management▫Core Requirements = Communication
Supervision Leadership Conflict Resolution
▫Specific Responsibilities: CIP and Operating Budget Development Financial Analysis/Budget Monitoring Procurement Personnel Management Policy Development
Succession Planning Steps Step 1- Understand Development Needs Step 2- Assess Job Demands & Performance Step 3- Build the Talent Pool Step 4- Facilitate Development Opportunities
• Focus on all levels within organizations▫ Laborers through CEO▫FT and PT
• Find your HiPos (High potentials)▫Capable of advancing 2-3 more levels▫Haven’t reached a career plateau▫Exceed minimum job expectations▫Self-actualizing ; committed to personal and professional
improvement
Step 3- Build the Talent Pool
• Assess your HiPos▫Supervisor assessment based on competencies
▫Self assessment
▫360 degree evaluation
▫An example….
Step 3- Build the Talent Pool
Conflict Management
5 4 3 2 1
Has adequate skill resolving differences & reaching agreement by maintaining a problem solving attitude
Has high level of skill resolving differences & reaching agreement by maintaining a problem solving attitude
Has little skill resolving differences & reaching agreement by maintaining a problem solving attitude
Communication Skills
5 4 3 2 1
Asks & answers most questions clearly; displays adequate understanding of questions; demeanor is generally professional
Always asks & answers questions clearly; displays good understanding of questions; demeanor is highly professional & friendly
Questions & answers not clearly stated; often does not understand questions; demeanor is often unprofessional & unfriendly
• Individual Development Plans▫Step 1: Identify potential job(s)/job level(s) ee wants▫Step 2: Discuss timeline▫Step 3: Discuss the competency gap▫Step 4: Set measurable learning objectives▫Step 5: Set strategies & ID resources to achieve objectives
Resources: People, $, time, equipment▫Step 6: Est. how evidence of accomplishment is tracked
Step 3- Build the Talent Pool
•Advantages of growing your own▫Morale boosting▫Known quantity▫Retain institutional knowledge
•Cautions on growing your own▫No heir apparent▫Talent pools are built to hire from with no
guarantees for promotion▫Monitor internal competition among staff▫Heavy load on training & development
Step 3- Build the Talent Pool
Succession Planning Steps Step 1- Understand Development Needs Step 2- Assess Job Demands & Performance Step 3- Build the Talent Pool Step 4- Facilitate Development Opportunities
Generation Ages Attributes Learning Styles
Training Style
ManagementStyle
Silent Born before 1946 (63+)
Like hierarchy and orderComfortable with direct leadershipWilling to climb the ladder patientlyDifficult to adjust to change
AuditoryDataMonologue
ClassroomFormalQuite
ControlAuthorityThinkers
Baby Boomers 1946- 1964 (45-63)
Believe in value of hard workValue democratic work environmentView work groups as social groupsSeek to change institutions
VisualMetaphorsDialogue
RoundtableRelaxedPlanned
CooperationCompetency Doers
Generation X 1965-1977 (32-44)
Want to be cutting edgeWilling to break the rulesAdaptive to change and new technology
Kinesthetic SensoryStories
UnplannedSpontaneousInteractive
ConsensusCreativityFeelers
Generation Y 1978-1990 (19-31)
Instant GenerationTech SavvyLimited employee loyalty Upward mobility- no waitHigh performance & high maintenanceValue input, feedback and mentoring
Kinesthetic SensoryStories
UnplannedInteractiveFastTechnology
Question othersCollaboratorsChange agentsVirtual problem solvers
Step 4 - Facilitate Development Opportunities
• Lunch and Learn▫ Offered to all employees▫ Leadership Topics▫ Job Interview Skills
• Book discussions▫ Good to Great (Collins)▫ Getting to Yes (Fischer & Ury)
• P&R Mgmt University (M-NCPPC)▫ Immerse staff in operational issues▫ Don’t have to have P&R backgrounds
• Trainings…
Golf Coast Leadership Development Institute
•Program Mission▫To provide young and emerging professionals the
knowledge, skills, and abilities necessary to grow and develop to embrace future challenges and leadership positions.
• Key Elements▫ High quality speakers/education▫ Low price-$125▫ All inclusive (food, lodging and sessions)▫ Local▫ Intensive experience ▫ Small size▫ Retreat like atmosphere
Step 4 - Facilitate Development Opportunities
• Training▫ Pyxis Online Learning
Center▫ Webinars
• Mentoring Programs
Step 4 - Facilitate Development Opportunities
Old Product Oriented Model
• Transfer of knowledge from senior to junior staff member▫ “I will teach what I know”
• Setting up a mentoring program
New Process Oriented Model
• Knowledge acquisition, application & critical reflection▫ “You will learn what you
need to learn”• Supporting mentoring
efforts
Types of mentoring
•One-on-One mentoring▫Traditional relationship
•Reverse mentoring▫Jack Welch (GE)
•Peer mentoring▫Often same level, experience & age
IPRA Young Professionals•Supervisory mentoring
▫Often informal relationship▫Problems???
Types of mentoring
•Group mentoring▫Group of employees learn from 1 mentor▫Learning groups▫Mentor is the facilitator▫Group drives the learning agenda
•Distance mentoring▫Utilize technology to communicate
E-mail, chat room, IM PC/Web camera Discussion boards
Step 4 - Facilitate Development Opportunities•Overview
▫Understand learning styles▫Match learning style to training
opportunities▫Support mentoring programs
Amy R. Hurd, Ph.D., CPRP Cindy A. Curtis, CPRPAssociate Professor DirectorIllinois State University City of Virginia Beach P&RMcCormick Hall 212 2408 Courthouse Drive Normal, IL 61761 Building 21 309-438-5557 Virginia Beach, VA [email protected] 757-385-1125
http://www.castonline.ilstu.edu/hurd/nrpa.htm
Thank you!!!!