Transition & Succession Planning Framework A Chapter Leader s Introduction. Ray W. Frohnhoefer, MBA, PMP, CCP NALIM 26 October 2013

Transcription

1 Transition & Succession Planning Framework A Chapter Leader s Introduction Ray W. Frohnhoefer, MBA, PMP, CCP NALIM 26 October 2013

2 Life is change. Growth is optional. Choose wisely. - Karen Kaiser Clark

3 Your Presenter Ray W. Frohnhoefer, MBA, PMP, CCP Cell: years Project/ Program/Management 20 years Professional Services 13 years adjunct faculty for IT and Project Management U of Maryland, UCSD Extension, National U, U of Phoenix Currently serving on PMI Chapter Member Advisory Group Past President, PMI San Diego Past Region 7 Mentor, Southwest NA Past CD GovComm Committee; Leadership Institute Advisory Group

4 Agenda What is Transition and Succession Planning? What is the Framework? Planning for Transition Planning for Succession The Volunteer Leader s Career Path Developing Leaders for Board Roles Transition & Succession Planning Resources Wrap Up

5 Why Focus on Transition and Succession Planning? Aligned individuals = Aligned communities Succession planning = Talent Identification and Talent Development Path to individual and group improvement A process related to individual leadership and development Improving the process will improve people and increase their opportunities We generate and build future leaders to carry on the work Our communities operate smoothly with business continuity

6 Top 3 Things You Wish You Knew BEFORE You Assumed Office Roles, Responsibilities & Limitations Time Commitment What key deliverables will I be responsible for and when are they due?

7 Top Things You Wish You Knew AFTER You Assumed Office Governance Documents (Strategic Plan, Bylaws) and Operational Plans Job Description Contact Lists Event Calendar Major issues affecting the component- financial situation, legal issues, membership attrition, membership satisfaction Active committees and names of chairpersons; status of activities and programs Deliverables for PMI Lessons Learned

8 What s Included in the Package? Chapter Leaders Guide Definitions and Process, supportive tools, pre-filled examples Board Alignment and Planning Worksheet Measureable objectives, quarterly reviews, flexible Transition Planning Template Document roles, plan turnover, provide business continuity Individual Development Plan Goals, developmental plans and supports, progress checks

9 Transition Planning

10 QUICK POLL Which statement best reflects your transition? A. There was none I jumped right in. B. I received a box in the Walmart (or other fine retail establishment) parking lot. C. I had a one hour meeting with my predecessor. D. There was an organized transition including planning meetings with my predecessor and the Board

11 Steps to Transition Planning Clearly define roles, responsibilities, and processes Role descriptions (Role Delineation Study) Process/flow charts RACI diagrams Facilitate smooth transitions Check lists Meet & greet Planning meetings

12 Defined Chapter Roles

13 Defined Chapter Roles Roles in all chapters currently mandated - President, VP of Finance and Secretary Roles most chapters have defined - President, VP of Finance, VP of Professional Development and VP of Membership Recommended Roles - VP of Governance & Policy and VP of Volunteering

14 Roles with Transition Plan Less than half of the chapters have a transition plan in place for their key leadership roles. Roles most likely to have a Plan - President, President Elect, Past President VP of VP of Governance Volunteers & Policy VP of Marketing VP of PD VP of Membership Past President President Elect VP of Finance Secretary President Overall

15 Transition Planning Template Executive Summary Transition Checklist Transition Planning Resources Transition Planning Tasks Strategic and Operational Responsibilities

16 Transition Planning Success Share a success story Invite feedback on takeaways

17 Life is a succession of lessons which must be lived to be understood. - Helen Keller

18 Succession Planning Talent Evaluation Talent Development

19 Reasons for Lack of Succession Planning Not a priority with operational and Governance matters gaining importance Chapter bylaws don t provide for it out of sight out of mind syndrome Shortage of capable and willing volunteers Roles and responsibilities not defined clearly Lack of recognition / focus from GOC

20 The Volunteer Career Matrix Category Component Region GOC Learning Volunteer Web Site Committee member, Dinner Meeting Ambassador Region Web Site Designer New Volunteer Leader Experienced Volunteer Leader Strategic Volunteer Leader Newsletter Committee Chair, Conference Committee Team Lead Department Chair or VP, Trustee Component Chair or President Multi-Component Conference Committee Lead Multi-Component Conference Committee Chair Standards Project team member Community Development Project team lead BVAC, COP, MAG, PMBOK Update Deputy Project Manager, Component Mentor PMI Board member, PMI-EF Board member

21 Talent Evaluation

22 Talent Evaluation Template Measureable objectives Metrics Quarterly or monthly evaluation Legend Comments

23 WORKSHOP PREPARE A BOARD SCORECARD TEMPLATE TO TAKE BACK TO YOUR CHAPTER. PMI Presentation Title

24 Talent Development

25 Talent Development Template PMI Volunteer Career Matrix Tips for Effective Development Plans Executive Overview Volunteer Career Plan Individual Development Plan Individual Planning Resources

26 9 Talent Development Plan Tips 1. Look for the win-win-win Communications 2. Implement something every quarter 3. Be accountable 4. Seek feedback and support Organization 5. Know yourself 6. Strive for balance Relationship 7. SMART goals Building 8. Take time to learn 9. Transfer learning into next steps Strategic Thinking

27 Succession Planning Success Share a success story Invite feedback on takeaways

28 Pulling it All Together START Volunteers Submit Application Nominating Committee Review Position Requirements Announce Positions & Accept Nominations Review Candidates & Conduct Election Chapter Board Create & Manage Individual Development Plan Submit Application Newly Elected Board Exiting Board Members END Chapter President/ Chair Ongoing Review of Board Performance Board Removal Process Facilitate Transition Planning

29 Another Tool: Day Plans Understand the Position 90 Learn the Position Onboarding Tasks 60 30

30 When to Use Day Plans When generic plans won t do When hitting the ground running is important When the candidate has the access to the necessary resources Roles: Any new strategic role Any new role lasting 6 months or more Save plans for next incumbent or modify for a second term

31 Day Scenario Part I Joe is elected as VP of Membership of PMI Fredonia in September, with the expectation of taking office in January. During October, Joe gets access to the DEP, chapter reports, and reviews the available data, has a brief initial meeting with each Board member by phone to find out their expectations and collect initial input. Joe gets access to the Component System and collects key documents such as the chapter charter, bylaws, past Board scorecards and other transition and succession planning documents for his position, and the policy manual and/or operations handbook for study. Can Joe write an effective day plan now?

32 Day Scenario Part II During the second month, Joe studies the collected documentation and begins to develop effective statements of improvements required for his position. During this month the Board conducts an annual strategic/business planning meeting as it would help Joe learn from his predecessor, start to become a more effective member of the Board team, and learn of some of the issues his peers are facing, especially those where he may be able to be a part of the solution. Joe learns that the President is concerned about member retention and the VP of Professional Development is interested in knowing where the members live and work to select optimal event sites. Can Joe write an effective day plan now?

33 Day Scenario Part III Just after the beginning of the year, the Board will have a follow up meeting for their strategic/business planning. By the end of the year, Joe should have a good idea of the operational essentials of his position and some ideas for a go-forward strategy. Joe has some specific ideas about how he can help the President, the VP of Professional Development, and other Board members. Joe has been asked to present his preliminary plans to the Board at the January meeting. This will allow the Board to give him feedback and he can being to gain approval for a longer term implementation plan. Can Joe write an effective day plan now?

34 Top 10 Supports Needed to Implement Transition & Succession Planning 10. Update bylaws to latest template 9. Complete description of roles and responsibilities 8. Transition plan per role 7. Succession plan per role 6. Fair elections process 5. Develop Board scorecard (focus: core & extended services) 4. Update annual business plan to incorporate 3. Review Board scorecard quarterly 2. Include transition & success planning in annual business planning 1. Annual review of transition and succession plans Repeat/review this list annually!

35 Transition and succession planning are critical to sustaining operations and increasing the performance of your Chapter. Your Chapter will sustain or increase your strategic alignment with PMI Board leaders and volunteers will focus on the right strategies and activities Business continuity will be maintained, even in urgent situations (e.g. Board resignation, major new project requirement) The impacts of volunteer turn over are mitigated new volunteers hit the ground running You will have a ready pool of talent to strategically fill open Board and other volunteer positions which are open due to growth or vacancy

36 Resources PMI Staff Chapter Administrator, Chapter Partner, Service Center staff, etc. Region Mentor Role Delineation Study PMI Learn: Role Delineation Study; PMI Learn: Chapter Role Study Transition & Succession Planning Chapter Leaders Guide and Templates Documents>Transition & Succession Planning Framework PMI Learn PMI.org>Get Involved>Excel as a Leader Launch button at bottom of page SkillSoft: Establishing Team Goals and Responsibilities

37 More Resources Leadership Institute Meetings, LIMC, and Regional Meetings Welcome Letter Friday FACTS PMI Learn Leadership Community Site Chapter Policy Manual Marketing Portal Mark Langley s Volunteer Welcome Video:

38 Q & A

39 Thank You Volunteers!!! For reviewing and piloting the Framework: North America: -Madison WI -Northeast FL -Portland OR -South FL -Southwestern IN -Tampa Bay FL EMEA: -Berlin Germany -Madrid Spain -United Kingdom LA: -São Paulo Brazil For contributions to the Framework: Community Development Governance Committee, Chapter Member Advisory Group, Component Mentors, Leadership Institute Advisory Group, PMI Staff To the many volunteers that have heard this presentation and provided feedback

40 Bring your work back to the workshop twenty times. Polish it continuously, and polish it again. - Nicholas Boileau

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