2012 SHRM Georgia Leadership Series For Current and Aspiring Chapter Officers, Directors and Chairs Module 4 – October 18, 2012 Succession Planning for Your Chapter

Welcome Sponsor – SHRM Georgia State Council –Rob Morton, State Director –Kathi McMullan, Director of Professional Development & Recognition –Craig Southern, Director of Professional Development & Recognition Moderator – Kathleen Kraynick, State Council Administrative Manager Facilitator – Craig Southern, PHR –SHRM Georgia State Council Member –Director of Human Resources & Risk Management for the State Road & Tollway Authority of Georgia SHRM Georgia Leadership Series

Leadership Series Objectives Help Georgia Chapters succeed by providing education that: –Accelerates the Chapter leadership transition process –Helps leaders assimilate into their new roles quickly –Provides leaders with the information needed to create effective strategic plans –Assists Chapters in retaining, engaging and growing membership –Builds an ongoing pipeline of volunteer leadership talent throughout our state 2012 SHRM Georgia Leadership Series 3

Leadership Series Curriculum At-A-Glance 1.Transitioning Into a SHRM Chapter Leadership Role January 5, Succession Planning for Your Chapter January 23, Growing & Engaging Your Chapter’s Membership February 27, Succession Planning for Your Chapter October 18, 2012 *Webinars archived and accessible at SHRM Georgia Leadership Series* 4

Agenda What is Succession Planning? Why is Succession Planning Important? Succession Planning Challenges Succession Planning Framework & Tools Additional Succession Planning Resources Wrap-Up Q & A Session Succession Planning for Your Chapter 5

What is Succession Planning? 6 Succession Planning for Your Chapter Succession Planning is the use of a planned course of measure to ensure that volunteers are developed to successfully replace current volunteer leaders whenever needed to carry out the mission, vision, and goals of the Chapter.

Why is Succession Planning Important? 7 Succession Planning for Your Chapter Succession planning is a means for your Chapter to ensure its continued effective performance through leadership continuity perspectives.

Poll 1 – Key Challenges of Succession Planning 8

Succession Planning Framework At A Glance Succession Planning for Your Chapter 9 Step 9 – Assimilate New Leaders into ChapterStep 8 – Interview & SelectStep 7 – Develop a Marketing PlanStep 6 – Create the Value PropositionStep 5 – Prioritize Succession Planning NeedsStep 4 – Develop & Modify Role DescriptionsStep 3 – Identify Roles Critical to Mission, Vision & Strategic PlanStep 2 – Identify Critical Competences Required for Success Step 1 – Review Your Chapter’s Mission, Vision & Strategic Plan

Step 1 Succession Planning for Your Chapter 10 Review Your Chapter’s Mission, Vision & Strategic Plan Central to being an effective Chapter is the ability to launch and execute key strategic initiatives in support of the Chapter’s mission and vision. –The mission, vision, and strategic plan of your Chapter provide a starting point for developing an effective succession plan for your Chapter.

Step 1 – Example (Case Study) Succession Planning for Your Chapter 11 Review Your Chapter’s Mission, Vision & Strategic Plan Goal: To increase the number of ‘next generation’ members Strategy: To develop and implement a marketing campaign targeting ‘next generation’ members Action Plan: Set and agree on deadlines, determine necessary activities, and assign accountability for ensuring success of the strategy Do you have the bench strength (i.e., talent pool) to ensure success of this goal?

Step 2 Succession Planning for Your Chapter 12 Identify Critical Competencies for SuccessIdentify Critical Competencies Required for Success Knowledge Experience Personality Leadership Commitment Initiative Other

Step 2 – Example (Case Study) Succession Planning for Your Chapter 13 Identify Critical Competencies for SuccessIdentify Critical Competencies Required for Success Knowledge – Social Networking Experience – Marketing & Communication Personality – Gregarious Leadership – Visionary Commitment – Time Initiative – Self-Starter Other – Techno Savvy

Step 3 Succession Planning for Your Chapter 14 Identify Roles Critical to Achievement of Mission, Vision & Strategic Plan Re-evaluate current roles to confirm ongoing relevance Identify role gaps Determine need for new roles

Step 3 – Example (Case Study) Succession Planning for Your Chapter 15 Identify Roles Critical to Achievement of Mission, Vision & Strategic Plan Before List –President –President-Elect –Past President –Secretary –Treasurer –Core Leadership Area Chairs After List –President –President-Elect –Past President –Vice President –Secretary –Treasurer –Core Leadership Area Chairs –Communications/Marketing Director –Information Technology Director –Others

Step 4 Succession Planning for Your Chapter 16 Develop & Modify Role Descriptions Write job descriptions for any new roles Revisit job descriptions for current roles that are still relevant— determine if competencies or qualifications must be modified Determine if a role is an entry-level job or if pre-requisite roles are required (e.g., prior service required in a Chair role as a pre- requisite for success in the position)

Step 4 – Example (Case Study) Succession Planning for Your Chapter 17 Develop & Modify Role Descriptions Perhaps the Membership Director now has to have a marketing background Perhaps the Communications/Marketing Director needs to have a knowledge of and/or experience with social media Perhaps the Professional Development Chair needs to have hands- on expertise with learning management system platforms Perhaps a need now exists for an Information Technology Director to support the social media aspects of Chapter marketing

Step 5 Succession Planning for Your Chapter 18 Prioritize Succession Planning Needs Map out successors already identified for critical roles (preference is to have more than one for each critical role) Highlight the gaps—determine which roles that you have not identified at least two successors Identify current high potential volunteer leaders who have an interest and the time in assuming critical roles; identify developmental gaps; build a development plan Plug talent into the SHRM Chapter Pool Tool for Succession Planning Utilize the Succession Planning/Career Development Questionnaire

Step 5 – Example (Case Study) Succession Planning for Your Chapter 19 Prioritize Succession Planning Needs Developmental Gaps: Knowledge, Experience, Personality, Leadership, Commitment, Initiative, & Other

Poll 2 – The Value Proposition 20

Step 6 Succession Planning for Your Chapter 21 Create the Value Proposition Why People Volunteer –Professional Growth & Development –Networking Opportunities –Enhancement of Leadership Skills –Give Back to the Community –Peer-to-Peer Engagement –Coach and Mentor Others –Increase Marketability –Sense of Accomplishment –Recognition and Feedback –Make New Friends –Have Fun According to research from the Gallup Organization, U.S. Bureau of Labor Statistics, and Volunteers or America Why People Don’t Volunteer –Fear of Commitment –Not Enough Time –Bad Volunteer Experience in the Past –Lack of Interest –Unaware of Volunteer Opportunities –Not a Priority

Step 6 Succession Planning for Your Chapter 22 Create the Value Proposition Maslow’s Hierarchy of Needs

Step 6 Succession Planning for Your Chapter 23 Create the Value Proposition Take the research into account when creating your value proposition Correlate reasons people volunteer with Chapter roles Develop volunteer campaign based upon reasons people volunteer Proactively address the needs of volunteers Continually refine volunteer outreach strategy

Step 6 – Example (Case Study) Succession Planning for Your Chapter 24 Create the Value Proposition Want to give back to the community while enhancing your leadership skills? The ABC SHRM Chapter, a professional association for HR professionals, seeks an outgoing and dynamic social media expert to serve in the exciting and rewarding volunteer role of Communications/Marketing Director. This highly-visible role will lead the public relations efforts for both internal (membership) and external (public-at-large) activities for the Chapter. Use your communications/marketing finesse to keep our members informed while engaging the community.

Step 7 Succession Planning for Your Chapter 25 Develop a Marketing Plan Components of an Effective Marketing Plan Purpose Short-Term Objectives Target Market Message Channels Execution Analyze & Adjustment

Step 7 – Example Succession Planning for Your Chapter 26 Develop a Marketing Plan Approaches Social Media (e.g., LinkedIn, Facebook, Twitter) Analyze member roster for potential volunteer leaders (may need to modify enrollment paperwork so you collect more data or run a contest, etc.) Post jobs on relevant job boards and Web sites (e.g., professional associations such as SHRM, local colleges/universities such as Georgia State University, etc.)

Step 8 Succession Planning for Your Chapter 27 Interview & Select Use the tools on the VLRC to help you interview and select volunteer leaders, including the Succession Planning/Career Development Questionnaire Direct interested volunteers to other volunteer roles if they apply for positions for which they are not yet qualified Ask current, past, and potential volunteers for referrals (for which you may even provide a token of referral esteem)

Step 8 – Example Succession Planning for Your Chapter 28 Interview & Select Succession Planning/Career Development Questionnaire Helps gain an understanding of a potential volunteer’s leadership/career development goals –Current Office/Position Held –Position(s) of Interest –Future Leadership Goals –Potential Successors –Volunteer Referrals

Step 9 Succession Planning for Your Chapter 29 Assimilate New Leaders into Chapter Promote/Formalize Installation of Officers Ceremony Conduct New Leader Orientation Have Meet-n-Greet Activity for Chapter Facilitate a ‘Passing of the Torch’ Event for Leadership Transition

Step 9 – Example Succession Planning for Your Chapter 30 Assimilate New Leaders into Chapter Conduct New Leader Orientation Provide the following information: –Orientation Handbook for Officers, Directors, and Committee Chairs –Chapter Bylaws –Fundamentals of Chapter Operations –Chapter leader position descriptions –Contact information for all Chapter officers, directors, and committee chairs –SHRM resources and toolkits as relevant to new leader’s role

Succession Planning Tools & Resources Succession Planning for Your Chapter Succession Planning Toolkit (VLRC) –The 10-Step Succession Plan for Chapter Leaders –Succession Planning/Career Development Questionnaire –Board Roster Template for Succession Planning –Succession Planning Competencies –Stepping Stones to Enhanced Leadership Other –The SHRM Chapter Pool Tool for Succession Planning –Fundamentals of Chapter Operations (VLRC) –Orientation Handbook for Officers, Directors, and Committee Chairs (VLRC) –SHRM Georgia Chapter Leaders Present & Past 31

Questions 32

Thank You and Good Luck! Because SHRM could not be successful without the hard work and support of volunteer leaders, we hope your experience as a leader will be rewarding We look forward to working with you to support, promote, and develop the human resource profession Stay tuned for information regarding future additional professional development opportunities Succession Planning for Your Chapter 33

SHRM Resources 34 SHRM Annual Conference – in Chicago June 16-19, 2013 SHRM Georgia State Council SHRM Regional Administrator – Crystal Adair, SHRM Field Services Director – Dorothy Knapp, 2013 Chapter Presidents’ Conference Call Schedule −Access the schedule on the home page of the Volunteer Leaders’ Resource Center ‒ Calls are organized for each chapter size Chapter Activities Checklist by Month ‒ Access the checklist from the home page of the Volunteer Leaders’ Resource Center Volunteer Leaders’ Resource Center SHRM Connect