CANADIAN COAST GUARD AUXILIARY - PACIFIC SUCCESSION PLANNING CANADIAN COAST GUARD AUXILIARY - PACIFIC 2010

CANADIAN COAST GUARD AUXILIARY - PACIFIC A Succession Plan Every company, business, and organisation needs to have a plan in place to ensure a smooth transition, for when someone leaves for whatever reason. This plan will allow that organisation to flourish The CCGA-P is no different

CANADIAN COAST GUARD AUXILIARY - PACIFIC Developing a Succession Plan

CANADIAN COAST GUARD AUXILIARY - PACIFIC Where to Start Identify areas within the station’s volunteers where significant loss of knowledge and skills will be or could be occurring in the near future. Identify the “high value” knowledge and skills (coxswains, station leaders, training officers). Based on the above criteria, initiate succession planning for those positions.

CANADIAN COAST GUARD AUXILIARY - PACIFIC Identify Staff Levels and SKA’s Which functions will remain unchanged? What functions may be downsized or discontinued? Boating safety? What functions may need to be expanded? Deputy Training Officers?

CANADIAN COAST GUARD AUXILIARY - PACIFIC Identify Staff Levels and SKA’s What functions, if any, will be consolidated? None? Will the projected workload volume increase or decrease? Increase? Will staff levels change? If so, how? Extra coxswain required?

CANADIAN COAST GUARD AUXILIARY - PACIFIC Identify Staff Levels and SKA’s What SKA’s are needed to perform the targeted job functions? What extra training is required? RHIOT, Station Trainers Course, ARTE Course, SARnav Course?

CANADIAN COAST GUARD AUXILIARY - PACIFIC Forecast Skills and Knowledge Gaps List critical knowledge and skill gaps that exist or will exist due to retirements and potential turn-over.

CANADIAN COAST GUARD AUXILIARY - PACIFIC Develop a Plan

CANADIAN COAST GUARD AUXILIARY - PACIFIC Develop a Plan Station management agrees to replacements Approach possible replacements and sound them out Develop a knowledge transfer plan, communicate, implement and monitor it Evaluate the possible replacements progress and revise as necessary

CANADIAN COAST GUARD AUXILIARY - PACIFIC Knowledge Transfer

CANADIAN COAST GUARD AUXILIARY - PACIFIC Knowledge Transfer The process of sharing knowledge between on person and another If knowledge has not been absorbed, it has not been transferred

CANADIAN COAST GUARD AUXILIARY - PACIFIC Types of Knowledge: Explicit Structured – Data elements that are organized in a particular way for future retrieval; e.g., documents, databases, spreadsheets Unstructured – Information not referenced for retrieval; e.g., s, images, audio or video selections

CANADIAN COAST GUARD AUXILIARY - PACIFIC Types of Knowledge : Tacit Knowledge that people carry in their heads. It is difficult to assess and access, as most people are not even aware of what they possess or how it is of value to others. It provides context for ideas, experiences, people, and places and is not easily captured.

CANADIAN COAST GUARD AUXILIARY - PACIFIC Knowledge Transfer/ Management Strategies 1 Recommended Practices –Documenting processes –Document library –Manuals for positions –Trail period in position –Shadowing a position –Lessons Learned Debriefing –Mentoring –Structured On-the-Job training

CANADIAN COAST GUARD AUXILIARY - PACIFIC Position Shadowing - What

CANADIAN COAST GUARD AUXILIARY - PACIFIC Position Shadowing - What Spending time with someone in their position to observe and learn about a particular occupation.

CANADIAN COAST GUARD AUXILIARY - PACIFIC Position Shadowing Tips Share a little history of the position Talk about the roles & responsibilities Describe the personal attributes that match the position Discuss knowledge requirement and skills required for the position

CANADIAN COAST GUARD AUXILIARY - PACIFIC Structured OJT - What Instruction usually involving learning skills or procedures in a hands-on manner following a defined process.

CANADIAN COAST GUARD AUXILIARY - PACIFIC Structured OJT - Tips Use good performers Provide training after analysing the job, breaking into tasks, and develop procedures and aids for teaching Describe, Describe & Demonstrate, Trainee Performs, Trainee Describes & Performs, Trainee Practices Tell trainee where to go for help and provide follow-up

CANADIAN COAST GUARD AUXILIARY - PACIFIC Leadership Development V ariety of Experiences + C hallenging Assignments + Ability & Willingness to L earn

CANADIAN COAST GUARD AUXILIARY - PACIFIC Succession Plan Summary The succession plan summary shown, is included only as an illustration of what the planning involves

CANADIAN COAST GUARD AUXILIARY - PACIFIC SUCCESSION PLAN SUMMARY ORGANIZATION:_STATION 13____________________ Ready in 3 + Yrs Ready in 1–3 Yrs Ready in < 1 Yr Open in 3 + Yrs Open in 1–3 Yrs Open in < 1 Yr Succession Candidate Names Position Vulnerability Incumbent Name Key Position Title Station Leader Coxswain Pugh Pew Barney McGrew Cuthbert Dibble Grubb X X X Barney Wright

CANADIAN COAST GUARD AUXILIARY - PACIFIC Succession Plan Summary The succession plan is necessary for a healthy station, and consideration needs to take place today, and be regularly reviewed. The sudden departure of a coxswain or station leader can be difficult to overcome, especially if unplanned.