Agenda. Succession Planning Defined. Succession Planning Ensures Strong Lineup of Key Players

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1 Succession Planning Ensures Strong Lineup of Key Players Georg Krammer, CEO Katie Kaneko, President November 3, 2016 Agenda Introduction Definition Importance Benefits Strategies and success factors Planning process Conclusion 2 Succession Planning Defined Immediate & future needs Recruitment and retention strategy Training and development Align strategy with agency goals 3 1

2 Why is Succession Planning Important? Assessment of leadership needs Identify work functions critical to leadership and the agency Identify potential leaders Inventory of current and needed KSA s & 4 Benefits Leadership continuity Visible career paths Increase employee motivation Recognition of role in the larger organizational context Match agency needs with qualified talent Retain institutional knowledge 5 Discussion Questions How many of you have a plan? What are the key positions and KSA s/ in the agency? What steps have you taken to ensure those key positions are filled by the best candidates (internal and external)? What steps have you taken to retain institutional knowledge? 6 2

3 Strategies and Success Factors Strategies and Success Factors City Council/Board, senior leadership driven Accountability for developing leaders Commitment to self-development Link to strategic planning and investment in the future Workforce data and analysis Identify leadership as the basis for selection and development Identify and develop talent pool Keep it simple and stay realistic Focus on development, not just planning 8 Planning Process 3

4 Process Overview 1. Establish strategic alignment 5. Evaluate strategies Council/Board/senior leadership commitment EE commitment to development Alignment of program goals & strategic plan Communication & change management 2. Identify targets & analyze talent pool 4. Implement management plan 3. Develop management plan Source: Office of Personnel Management Establish Strategic Alignment Understand the strategic direction of the agency Ensure goals and objectives of the plan reflect the agency s strategic goals, mission and vision Develop and articulate business case based on workforce analysis findings Encourage City Council/Board and senior leadership commitment Allocate and commit adequate resources Align plan goals and objectives with strategic plan; build and articulate business case Identify Succession Targets & Analyze Identify key positions and KSA s/ needed to successfully perform duties ( targets) Perform gap analysis of current employee KSA s/ against targets Identify external sources to potentially fill future needs Conduct position analysis to identify KSA s and conduct gap analysis. 12 4

5 2. Identify Succession Targets & Analyze Key Performer/Position Analysis Codes Code KK KN NK NN "Key Code - Person/Position" key performer in a key position key performer in a non-key position non-key performer in a key position non-key performer in a non-key position Identify Succession Targets & Analyze Key Position Analysis Code "Position Reason Code Description" unique to your service, especially any position with very specific 1 education and/or experience requirements 2 managerial or supervisory position 3 specialist position 4 technical position 5 prolonged vacancy would undermine current or future service levels 6 incumbent possesses wealth of knowledge or a unique skill set 7 vital link to outside agencies, vendors, or business partners 8 other Identify Succession Targets & Analyze High performer (exceeds goals) with low values and High performer (exceeds goals) with sound values and High Performer (exceeds goals) with high values and Effective performer (meets goals) with low values and Effective performer (meets goals) with sound values and Effective performer (meets goals) with high values and Low performer (does not meet goals) with low values and Low performer (does not meet goals) with sound values and Low performer (does not meet goals) with high values and 15 5

6 3. Develop Succession Management Plan Analyze current programs, policies, practices Identify and prioritize strategies to meet targets Develop implementation plan (who, when, what, and how) Develop monitoring and evaluation processes Assign accountability Analyze current program, policies, and procedures and identify changes needed; develop plan and evaluation and accountability plan Implement Succession Management Plan Communicate new management plan throughout the agency Obtain buy-in and support Manage change process Collect and document performance metrics Communicate, implement and change management; monitoring and evaluation Evaluate Succession Strategies How well are the management strategies working? Analyze data and make changes and improvements Evaluate, analyze, implement changes; continuous improvement. 18 6

7 Discussion Questions Recruitment, retention, training and development, and knowledge sharing programs Strengths Weaknesses Opportunities for improvements Threats to improvements 19 References County of San Mateo. (2008). Workforce and Succession Management Program. Goldsmith, M. (2009). 4 Tips for Efficient Succession Planning. Retrieved Office of Personnel Management. (2005). Succession Planning Process. Office of Personnel Management. (2009). A Guide to the Strategic Leadership Succession Management Model. State of Vermont. (N.D). Introduction to Succession Planning. Wilkerson, B. (2007). Effective Succession Planning in the Public Sector. Retrieved 20 Questions and Comments Visit our booth! Enter to win an Amazon gift card! 7