1 Workforce Services Succession Planning Developing Georgia s Future Leaders
2 Objectives Today s session will provide foundational information related to a basic succession planning model. At the end of the session you should have basic knowledge that will be useful in starting a succession plan in your organization.
3 Generational Cohorts in the Workplace Generation Y (Born ) Generation X (Born ) Baby Boomers (Born ) Matures (Born ) Personal friends at the workplace Sociable Thinks out of the box Open to new ideas Friendly Confident Competent Willing to take responsibility Willing to put in the extra time to get the job done Ethical Strong work ethic Competent Ability to handle a crisis Willing to take on responsibility Good communication skills Strong work ethic Committed to the company Competent Confident
4 What is Succession Planning? A systematic process of identifying and developing candidates for key leadership and professional positions to ensure the continuity of management and leadership in an organization
5 Steps Prior to Implementation Things to consider Organization s mission/ Strategic goals Relevant workforce planning data (e.g. diversity issues/concerns) Impact on current HR practices and initiatives Agency s Initiatives and Budget
6 Determine Scope of Initiative Things to consider What support is available for Succession Planning? Who will serve on the Succession Planning team? What are the critical positions? How many? What is our bench strength?
7 Determine Scope of Initiative Things to consider What are the objectives? How large/ small an applicant pool? What are the are timelines/ cycle dates?
8 STEP 1: IDENTIFY TARGET JOBS
9 Determine Target Jobs What positions are vital to your organization s success? These positions may include management and non-management jobs.
10 Georgia s Succession Planning Model
11 Bench Strength Bench strength measures an organization s ability to fill critical vacancies from within
12 Bench Strength Provides a baseline Identifies current and future strengths and gaps Simple thumbs up or thumbs down
13 Communication Plan What will the plan do? Why is the plan important?
14 The Communication Plan will Document need for succession planning Define succession plan Declare intent of the program Document how the succession planning program will be implemented
15 Why is the Communication Plan Important? Combats rampant misconceptions Controls miscommunication Manages skepticism
16 Identify Target Audiences Target your audience to determine Level of awareness Key issues & concerns What s in it for me? (WIIFM) Audiences may include Executives, HR Professionals, Managers, and Employees
17 Communication Channels A few examples include Executive forums & information packets Management forums Posters
18 STEP 2: EVALUATE POTENTIAL
19 Why Evaluate Potential? Focus resources on employees that are capable of advancing beyond their present level High Potentials
20 Leadership Talent Assessments Provide Information Regarding Potential for greater leadership Strengths Areas for Development
21 Document! Document! Legal Implications Assessments are selection events All components are considered a test Should adhere to Uniform Guidelines Assessors should be trained Uniform Guidelines on Employee Selection Procedures
22 Who Are Your High Potentials? Current exemplary performers Capable of undertaking greater responsibility Interested in becoming future leaders
23 Talent Assessment Process PRE-SCREEN FORMAL ASSESSMENT Identify Candidates for Formal Assessment Identify Participants for Talent Pools Minimum Entry Requirements
24 Talent Assessment Pre-Screening Identify Minimum Entry Requirements Is it job related? Is there disparate impact?
25 Talent Assessment Process PRE-SCREEN Self- Nomination Letter of interest, resume, application Recommendations Management Nomination Review & selection of candidates by managers or review committee
26 Self Nomination Advantages: Interested employees have opportunity to be assessed Establishes an air of inclusiveness Typically yields less challenges to the program Encourages diversity of applicant pool
27 Self Nomination Disadvantages: May receive large amounts of applications May receive unqualified applications Time consuming
28 Management Nomination Advantages: More streamlined and efficient Regulate the quantity & quality of applications Conserves resources
29 Management Nomination Disadvantages: May be perceived as sanctioned favoritism May lead to legal challenges from excluded employees Some qualified candidates may be overlooked
30 Talent Assessment Process PRE-SCREEN Assess against minimum entry requirements # of Participants for Developmen t FORMAL ASSESSMENT Assess against pre-established leadership characteristics
31 Formal Assessment Approaches Achievement tests Interviews Personality Inventories Multi-rater Surveys Measures current knowledge or skills related to leadership Structured or unstructured discussion Evaluate underlying characteristics Collect data from multiple sources Note: The frequency of talent assessments depends on an organization s needs and resources.
32 Talent Assessment Process Additional Key Points Debrief candidates following the formal assessment (e.g., ratings, criteria) Automate the process
33 Formal Assessments Offered at SPA Georgia Work Ready Assessment (ACT) Work Keys Performance: Measures personal behaviors and attitudes critical to workplace success. Identifies the likelihood of having successful work attitudes and engaging in safety behaviors.
34 Formal Assessments Offered at SPA Georgia Work Ready Assessment (ACT) Work Keys Fit Portion (Job): Measures fit between your work-relevant interests and values and the characteristics of occupations. Greater fit associates with commitment and worker satisfaction.
35 Formal Assessments Offered at SPA Georgia Work Ready Assessment (ACT) Work Keys Talent Portion: Talent Portion: Measures personal and workplace behaviors and attitudes. Identifies strengths and weaknesses to ensure success in the work place.
36 Formal Assessments Offered at SPA Georgia Work Ready Assessment (ACT) Work Keys Talent Portion: Indices Teamwork Work Discipline Managerial Potential Customer Services Orientation
37 Formal Assessments Offered at SPA Georgia Work Ready Assessment (ACT) Work Keys Talent Portion: Scales Carefulness Cooperation Creativity Discipline Goodwill Influence Optimism Order Savvy Sociability Stability Striving
38 STEP 3: DEVELOP HIGH POTENTIALS
39 Developing High Potentials Basic Elements Develop Goals For The Pool Identify Developmental Activities Create an Individual Development Plan
40 Develop Goals for the Pool What will participants need to be able to do at the end of the developmental program? What results are desired by your organization? What must be addressed to create a readied supply of capable leaders?
41 Identify Developmental Activities Select developmental goals Interview current high performers & capture relevant experiences List challenges and benefits Document critical and/or optional activities
42 Individual Development Plan The IDP should document: Competencies, goals and objectives for the participant Learning methods & activities Time frames Review process & dates
43 Select Developmental Activities Professional Relationships Mentoring and Coaching For succession planning in state government focus on Leading Experiential Activities Job rotations and Assignments Function Formal Training e-learning and Classroom Managers Others Off-the-Job Activities Professional organizations Positions Director Manager of Managers Supervisor Senior Mid-level Front-line
44 STEP 4: EVALUATE SUCCESSION PLANNING
45 Evaluation Assemble an evaluation team (members should include others as well as Succession Planning Team) Review measures established during the preplanning phase Gather information regarding the succession planning program
46 Evaluation Measures Process measures look at How are things going (also known as Lead Measures)? Outcome measures look at How things went (also known as Lag Measures).
47 Outcome Measures What went well (and why)? What did not go well (and why)? What measures do you have to show the results?
48 Outcome Measures Has bench strength increased? How many successful promotions? How many failures? Changes in turnover rates? Changes in employee morale?
49 Questionnaires Surveys Interviews Focus groups Tests Existing data Information Sources
50 Evaluation Categorize, identify trends & patterns, and summarize the information Communicate findings and make recommendations to stakeholders
51 Evaluation Develop action plans to make program improvements Outputs from this step are action plans to improve the succession planning program
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