0 Contract Specialist Army Contracting Command – Redstone CPCM, CFCM, CCCM, FELLOW Huntsville Chapter President Director, Mohawk Valley Small Business Development Center NY SBDC Procurement Assistance Center Leatherstocking Chapter President Session #C02 A Successful Handoff March 13, :45pm–2:30pm

Succession Planning: A Leader’s Roadmap for Identifying & Developing Tomorrow’s Leaders Today

2 Introduction What is Succession Planning Objectives, Benefits, Principles and Caveats Roles & Responsibilities Succession Planning- A Five Step Process –Step 1: Identify key areas and critical positions –Step 2: Identify competencies –Step 3: Identify succession management strategies –Step 4: Document and implement succession plans –Step 5: Evaluate effectiveness Top 10 Techniques to Motivate and Leverage Chapter Volunteers Table of Contents

3 Introduction Today’s chapters must have the right leader in the right role at the right times. They cannot afford to be without leaders who have the required qualifications and competencies to quickly fill a critical or key role when the need arises. This guide is to provide senior leaders, with a roadmap to facilitate succession planning within a chapter. The tools present ideas and practical steps to support the succession planning process, and underscore the urgency and importance of effectively planning for each program year.

4 What is Succession Planning? Succession planning is a strategic approach to ensure that necessary talent and skills will be available when needed, and that essential knowledge and abilities will be maintained when leaders in critical positions leave.

5 Objectives – Why it is Important In the contract management world, managers are aging. In recent years, the number of retirements in this field has begun to increase and this trend is expected to continue for the next several years. Losing the expertise of experienced leaders could significantly reduce efficiency, resulting in mistakes, unexpected quality problems, or significant disruptions in chapter performance.

6 Objectives of Succession Planning To identify and proactively plan for critical volunteer leader positions, by developing a pool of potential successors and encouraging a culture that supports knowledge transfer and volunteer leader development. To implement a framework that identifies the competency requirements of critical positions, assesses potential candidates and develops required competencies through planned learning and development initiatives.

7 Benefits of Succession Planning Understand the Chapter’s current and future strategy -- Aligning strategic goals and chapter resources to enable the “right people in the right place at the right time” to achieve desired business results Ensure that an infrastructure is in place for Chapter success and provide stability in leadership and other critical positions to sustain a high-performing chapter and ensure the uninterrupted delivery of services and programs to its members Prepare for leadership transitions – The establishment of a pipeline of qualified candidates ready to fill critical or key positions

8 Guiding Principles Succession planning must ensure a consistent and equitable approach to competency-based selection and the principle of merit. The following guiding principles apply to succession planning: Supports five fundamental values: Integrity, Respect, Impartiality, Service and Competence. Strikes a balance between the values of fairness, accessibility, transparency, and efficient use of resources for current and future needs. Aligned with the goals of the chapter to develop current and aspiring leaders; Candidates are assessed using methods that are competency-based and free from favoritism; Communication is open and transparent.

9 Succession Planning: Caveats Succession planning at work is different in many respects than succession in chapters Lack of fresh talent can result in stagnation, cliques and ‘groupthink’ Failure of succession planning can subject the chapter to becoming vulnerable to depending on a critical few (subject to burnout), with no fail-safes or reserves to fill inevitable voids

10 Responsibility for Succession Planning The chapter leaders are responsible for guiding the succession planning process in their respective roles to ensure that a Succession Plan for identified positions is developed, communicated and implemented. In some organizations, a Steering Committee has been appointed to oversee the succession planning process. The Chapter Relations Team is available to advise and assist in developing their succession plans.

11 Five Key Succession Planning Steps Step 1: Identify key roles and responsibilities Step 2: Identify competencies Step 3: Identify succession plan tools, templates and strategies Step 4: Implement succession plans Step 5: Recognize, resource and reward volunteerismep

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13 1. Identify Critical Positions Critical positions are the focus of succession planning efforts. Without these roles, the chapter would be unable to effectively meet its objectives. Chapter projection data or demographic analysis is essential in identifying risk areas. A risk assessment may also be conducted and compared to current and future vacancies to identify critical positions within the chapter. Succession Planning - 5 Step Process

14 A clear understanding of capabilities needed for successful performance in key areas and critical positions is essential for guiding learning and development plans, setting clear performance expectations, and for assessing performance. By completing the process of competency or position profiling within your chapter, current and future volunteers gain an understanding of the key responsibilities of the position including the qualifications and behavioral and technical competencies required to perform them successfully. Succession Planning - 5 Step Process 2. Identify Competencies

15 3. Identify Management Succession Strategies Now that critical positions have been identified and have been profiled for competencies, the next step is to choose from a menu of several strategies, including developing internal talent pools, on-boarding and recruitment to address succession planning. Succession Planning - 5 Step Process

16 4. Document & Implement Successions Plan Once strategies have been identified, the next step is to document the strategies in an action plan. The Succession Planning: Action Plan provides a mechanism for clearly defining timelines and roles and responsibilities. Succession Planning - 5 Step Process

17 5. Evaluate Effectiveness To ensure that the department or agency’s succession planning efforts are successful, it is important to systematically monitor workforce data, evaluate activities and make necessary adjustments Succession Planning - 5 Step Process

18 Top 10 Techniques to Motivate and Leverage Chapter Volunteers 1.Plan 2.Communicate 3.Support 4.Befriend 5.Challenge 6.Empower 7.Trust 8.Edify 9.Reward 10.Outwork

19 Questions

20 Thank You! Dr. Michael Jennings, PhD, CPCM, CFCM, CCCM, Fellow Roxanne K. Mutchler

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