Sanford Rose Associates -Madison. Succession Planning Tool Kit

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1 Sanford Rose Associates -Madison EXECUTIVE SEARCH... finding people who make a difference 113 South Main Street, Suite 307 Lodi, WI Phone: FAX: Succession Planning Tool Kit Succession planning is the process of identifying the key leadership or technical individual contributor positions within your business and developing employees to assume these positions. It is a comprehensive plan to address both current and future leadership and individual contributor needs while maintaining business status quo. This tool kit is intended to provide a framework for developing succession strategies utilizing the following: Step 1- Identification of Key Positions Step 2 - Identify Competency, Skills and Success Factors Step 3 - Assess Current Bench Strength Step 4 - Design and Implement Career Development Strategies & External Strategies Step 5 - Monitor and Evaluate Strategies

2 Step 1 Identification of Key Leadership Positions To begin the process of succession planning, the leadership team should identify their key positions by evaluating the impact each position has in achieving its strategic goals and objectives. We recommend the CEO (and if applicable, Board of Directors) be included as a part of the strategic leadership team for these discussions. There is more than one approach to identifying key positions For a small company or business unit, the team could begin with a review of positions at the division level and above to determine which positions are key. If the leadership wishes to conduct a broader succession planning initiative, or finds they have not captured the key positions, they may go a step further by including mid-managers or specialists for example, to determine which positions are key. Leadership should then evaluate the impact each position has in achieving the strategic goals and objectives, as well as the vacancy risk and marketability of the incumbent. Worksheets on the following pages provide a choice of evaluation tools for use by the Strategic Leadership Team. Positions should be prioritized for succession planning based on this analysis; perhaps a numerical value to the High, Medium and Low assessments in order to create a rank order of positions for succession planning.

3 Position Impact / Risk Assessment: Assessment of Position Impact should be based on a prioritized list of the organization s mission, goals, objectives and strategic plan. Assessment of should be based on factors such as the incumbent s retirement eligibility, etc. Position Title: Classification / Level: Title: Classification / Level: Title: Classification / Level: Title: Classification / Level: Title: Classification / Level: Impact / Risk Assessment Positon Impact: Positon Impact: Positon Impact: Positon Impact: Positon Impact:

4 Position Impact / Risk Assessment: (A more detailed assessment of each position could be conducted utilizing this worksheet) Position Title: Business Unit: Classification Level: Function: Responsibilities: Priority of strategic objectives: Position Impact: High Medium Low Retirement eligible: Other factors: (e.g. life events) : High Medium Low

5 Step 2 Identify Competency, Skills and Success Factors of Leadership Now that the leadership team has identified the priority positions, the next step is to document the education, experiences, key competencies, and other factors necessary for success for each key leadership positions. Position Success Profile Position Title: Business Unit: Classification Level: Education: (Degree, Certifications, Licensures, etc.) Experiences: Competencies: (Check the key competencies for the position. It is suggested to limit your selection to a maximum of 5 key competencies.) These can be customized. Adaptability Aligning Performance for Success Building Partnerships Building Trust Coaching Communication Customer Focus Decision Making Delegating Responsibility Developing a Successful Team Facilitating Change Innovation Leading Through Vision & Values Managing Conflict Planning & Organizing Work Strategic Planning Technical / Professional Work Standards Additional Factors:

6 Step 3- Assess Current Bench Strength The third step in the succession planning process is knowing your bench strength. In order to gauge bench strength, the organization needs to determine whether critical leadership positions have one person or more ready to successfully assume the role and responsibility of the position. Knowing the depth of talent within the organization will allow leaders to focus on strategy development and measurement where it is needed. As leaders evaluate the depth (strength and/or weakness) of the available talent for each prioritized key position, it is important not to inflate your preparedness assessment. That is, leaders should not rely on the same person as their bench strength for multiple positions, especially if the positions for which they would be relying on this individual are both high impact and high risk. While it may be unlikely that multiple high impact/high risk positions would be vacated within a given short period of time, it is possible. For example, any type of early retirement would result in vacancies occurring not only to the high impact/high risk positions, but to others currently rated as low impact/low risk. Following is a sample worksheet to assist with an aggregate review of their bench strength. Key Roles: Business Unit: Classification Level: Names of Internal Candidates who are qualified for these positions: # Ready Now # Ready 1 year # Ready 2 years # Ready 3-5 years Action Plan:

7 Step 4 Design and Implement Career Development Strategies Now that the strategic leadership team has evaluated the bench strength for the prioritized key leadership positions, attention shifts to the continued career development of the employees determined to be eligible, or potentially eligible, for these positions. This step in the succession planning process is focused on helping these employees and their managers discuss career development plans. Discussing and encouraging the career development of all employees is an important part of management. However, for the purpose of succession planning and increasing bench strength in specified areas, the selection of a subset of employees upon which to focus career development efforts may be necessary. The annual performance review session provides an excellent opportunity to begin discussions of career development goal and opportunities. However, managers need to keep in mind and clarify to the employee that the goals and purpose of the career development discussion are separate and distinct from those of the just-completed performance review. Performance management is focused on the past year s goals and objectives, while the career development discussion is focused on future career opportunities. Upon completing an employee s annual performance review, the manager should initiate a discussion about the employee s career interests, as well as career development options and possible barriers to career movement. Managers can assist employees in setting appropriate career goals by providing feedback based on observation and assessment of the employee s abilities and potential. The assessment should be based on actual experience and observation of the employee s knowledge, skills and experience, and not on assumption or personal biases. Based on these discussions, managers should work with their HR office to choose appropriate career development activities for the employee. Examples of activities include: On-the-job training/cross training Participation in projects Participation on teams, task forces, or committees Bank Association training programs Computer-based training Course work from external providers Attending banking conferences Membership and participation in professional organizations Joining an association committee Coaching or consulting others Leadership development programs Self-study or reading assignments. A monthly Book Club is a great activity that supports an internal focus on continuing education Participation in associated career development programs is not a guarantee of promotion and/or job selection.

8 The following GUIDELINES may be used to guide these discussions between managers and their employees. Guidance for Managers You are responsible for Fairly assessing the career potential of your direct reports Having open and honest career discussions with your employees Working with individuals on career development plans and providing growth opportunities Providing ongoing coaching Ensuring the current and future needs of the Business are met Your employees are responsible for: Expressing their interest in pursuing a new role to you Creating and keeping up-to-date career development plans Working with you to identify career development opportunities Being open to, and acting on, feedback Taking opportunities and/or risks to further their career development Guidance for Employees You are responsible for Expressing your interest in pursuing a new role Creating and keeping up-to-date career development plans Working with your manager to identify career development opportunities Being open to, and acting on, feedback Taking opportunities and/or risks to further your development and career Your manager is responsible for: Fairly assessing their direct reports Having open and honest career discussions with their employees Working with individuals on career development plans and providing growth opportunities Providing ongoing coaching Ensuring the current and future needs of the Business are met In both cases; HR is responsible for: Facilitating career development moves to provide individuals with growth opportunities Defining appropriate types of training and development based on the career path Your annual performance review session provides an excellent opportunity for discussing career development plans with your manager. While this is an opportunity to discuss career planning, this discussion is not part of your performance review. Prior to your career development discussion, please take the time to assess your career goals.

9 Step 5 Monitor and Evaluate Strategies The final step in the process is monitoring and evaluating the effectiveness of the strategies implemented to close the high priority talent gap(s). Succession planning strategies are designed to be an inclusive opportunity to increase the available talent pool of candidates for key leadership or principal technical positions and the future needs of your organization. Continuous monitoring and data collecting by Human Resources and the Strategic Leadership Team will provide necessary information as to whether the strategies are meeting the Business needs. As in the previous steps, this process may be a simple assessment of the number of candidates ready to compete for key leadership positions or as complex as doing a pre and post organizational skills assessment. At minimum, the measurements should identify the timetable, expected outcome, and strategy. Succession planning has the overall goal of providing the right talent at the right place at the right time with the right skills.

10 Individual Development Plan (IDP), Example This is only an example of an Individual Development Plan (IDP). Plans should be customized and contain level of detail necessary for the role. On one hand, I hate to provide an example because I m afraid too many of them will just copy the example and not put enough thought into it. On the other hand, I ve found that is exactly how busy managers seem to learn the process best by just showing them what a completed IDP looks like. Example: Experienced Middle Manager Name, position, function, location, manager, etc. Time period: specific dates, typical range of a period 1-6 months Development Focus: Improved effectiveness in current role and preparation for potential senior leadership role. Top 3 Strengths: 1. Functional and industry expertise 2. Financial acumen 3. Problem-solving & decision-making Top 3 Development Needs: 1. Improve my ability to lead change 2. Strategic thinking 3. Cross-functional expertise

11 Development Actions: Note: Some like to include development actions for each development need. I ve found that in practice, well-written development actions tend to leverage strengths and address multiple development needs. 1. Speak to my manager about my desire to lead a high-level, cross-functional process improvement team. This would leverage some of my existing strengths and allow me to gain experience in leading change and strategic thinking, as well as learn about other company functions. Timing: for potential 2nd quarter project Cost: none, just my time, others, project costs 2. Set up monthly, one-hour phone calls with Joe and Jen. They ve both had experience leading projects like this and achieved outstanding results. Timing: start next week, schedule for rest of year Cost: none, just my time 3. Take a course in leading strategic change. Check 3-4 business school 3-5 day programs. Timing: This quarter. Cost: approximately $8-12K 4. Read the following books; - Leading Change - Blue Ocean Strategy Timing: one book per month Cost: approx. $20 each, less for e-book. 5. Take a 360 leadership assessment for further insight into my development needs. Incorporate new insights into my IDP. Review with executive coach Timing: complete by specific date Cost: $300 for the assessment, approx. $2000 for coaching.

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