Succession Planning. Women in Public Service Conference Hamline University. November 15, 2013

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1 Succession Planning Women in Public Service Conference Hamline University November 15, 2013

2 What is Succession Planning? 0 Succession planning is an organization s design to prepare individuals to fill mission-critical roles as vacancies occur 0 Part of ongoing workforce planning to ensure talent with the right skills in the right place at the right time 0 It focuses on developing talent within the organization November 15, 2103 Women in Public Service Conference 2

3 Success Factors 0 Identify internal needs for critical positions with workforce data 0 Create a strong workforce development plan to meet those needs 0 Integrate recruitment and retention as part of strategy 0 Senior leaders are personally involved and hold themselves accountable for growing leaders 0 Employees are committed to their own self-development 0 Success is based on a business case for long-term needs. 0 A pool of talent is identified and developed early for long-term needs 0 Development based on challenging and varied job-based experiences Office of Personnel Management, 2005 November 15, 2103 Women in Public Service Conference 3

4 Strategic Talent Management Human Capital Institute November 15, 2103 Women in Public Service Conference 4

5 Succession Planning: Bigger Than it Looks! 1. Identify critical positions 2. Identify competencies for critical positions 3. Identify succession management strategies 4. Document and implement succession plans 5. Monitor and evaluate November 15, 2103 Women in Public Service Conference 5

6 Worksheet: Critical Positions 0 Which positions, if left vacant, would cause major difficulties in achieving current and future business goals? 0 Which positions, if left vacant would be detrimental to the health, safety, or security of the public? 0 Where are the critical positions in your organization? 0 Which positions would be difficult to fill because they require particular expertise and/or the incumbents possess a wealth of corporate knowledge? 0 Is there a current or projected labor market shortage for certain necessary skills in your branch or sector? 0 Is this position the only one of its kind in a particular location and would it be difficult for a similar position in another location to carry out the function? 0 Look at business continuity plans for information on critical roles. November 15, 2103 Women in Public Service Conference 6

7 Developing Talent Formal Learning Social and Informal Learning Stretch Assignments Work Experiences 10% 20% 70% November 15, 2103 Women in Public Service Conference 7

8 Knowledge Transfer Identify Essential Knowledge at Risk Monitor and Evaluate Identify the Giver Select Knowledge Transfer Tools Identify the Receiver November 15, 2103 Women in Public Service Conference 8

9 Explicit Knowledge 0 Easily documented, can be shared with or without personal contact. 0 Systems, tools, process guidelines, clients, structures, contacts, partners, etc. 0 Needs updating with changes over time. 0 Has longer lifespan as it is continuously updated and expanded. November 15, 2103 Women in Public Service Conference 9

10 Tacit or Implicit Knowledge 0 What we know, but is not easily articulated. 0 Acquired through personal contacts or hands-on experience. 0 Based on capturing the flow of practiced expertise in in which specific and analytical knowledge become automatic. 0 Social relationships, organizational knowledge, simulations, case studies. 0 Generated through experience; encompasses thinking, interpretation, knowing and improvising. November 15, 2103 Women in Public Service Conference 10

11 Knowledge Transfer Examples User s Need High performer/critical position is leaving Organization wants to capture and maintain knowledge Accelerate new hire productivity Knowledge Transfer Method/Tools Knowledge capture interview Process mapping, documentation mentoring, job sharing, guided practice Team review and documentation Cross-organizational community of practice Checklists, job aids, rotational assignments, shadow and map processes, guided feedback November 15, 2103 Women in Public Service Conference 11

12 Manager s Role 0 Understand organization needs 0 Understand employee goals 0 Is performance skills or fit issue? 0 Identify when staff need to be challenged 0 Connect employees to relevant development opportunities 0 Communication and feedback 0 Develop knowledge capture system for your unit November 15, 2103 Women in Public Service Conference 12

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