1. Ken Robson, PMP Region 10 Component Mentor
Succession Planning
Ken Robson, PMP
Region 10 Component Mentor
Bringing in new blood to the Component
All volunteers get tired and need to be replaced or rested
So succession planning is a good way of making sure that you don’t burn out the leaders that you have now

2. Succession Planning Session objectives How
To work together to develop a template that you can use in your components or enhance existing templates that you might have
How
Interactive discussion and group breakouts
Not here to tell you that what you are doing or not doing is wrong
Want to give you ideas that you can use to build from or to use to enhance existing systems
Want to arrive at a template that you can use. One request – if you come up with ideas please share them with us all so that we can all learn.
All volunteers get tired and need to be replaced or rested
So succession planning is a good way of making sure that you don’t burn out the leaders that you have now

3. Succession Planning Why bother with succession planning?
It ensures continuity in the Component leadership
It ensures that the Component can continue after current leaders move on
It provides a career path for others in the Component
Anything else? .
Discussion
Ask the audience

4. Succession Planning What is succession planning?
It is about planning the necessary steps that are required when a leader in your Component leaves or is unable to carry out the duties of the position
Ask the audience – list their ideas on a whiteboard then see if they match the slide

5. Succession Planning Why did you become a leader? Prestige? Power?
Next step in your career path within your Component?
Give something back
Personal Growth
Promote PMI
Anything else?
Breakout session
By understanding why you became a leader you will more easily be able to develop a scuccession plan.
Discussion
Ask the audience – put them in groups and give them 10 minutes

6. Succession Planning What made you become a leader?
Natural progression in your career?
You were approached by a leader to do the job?
Nobody else would volunteer?
What?
Breakout session
By understanding what made you become a leader you will be more able to develop a succession plan.
Get audience into groups and for them to list out what made them become a leader

7. Succession Planning Objectives of succession plan
Identify which Component positions are critical
Identify which Component positions are vacant next
Identify potential Component members who could fill the position
Ensure that Component & PMI vision will be carried on
Provide backup to the role
Critical positions are those that must be elected to office ie president, treasurer secretary
Non critical are board selected

8. Succession Planning Elements of a good succession plan
Should be documented
Goes out to the future – 2 –3 years
Provides a road map for Component leaders
Shows position in the hierarchy
Is supported by past leaders
Should not be thrown together on your way out
Should be reviewed regularly for relevance
Breakout session
Discussion
Ask audience – group sessions – 10 minutes and share

9. Succession Planning First element – most important
Is the Job Description accurate?
How many of us have found the job to be different to that described to us?
A good job description avoids conflict later as the incumbent knows what they signed up for.

10. Succession Planning First element – most important
What is in the Role description
What does the role involve?
What time is required as a minimum commitment?
Do they state the authority of the role?
Do they state what are the requirements for the job?
Do they state the responsibility of the role?
Who can be called upon for assistance by the incumbent if needed?
Are there any legal requirements relevant to your country?
Breakout to see what else should be there.

11. Succession Planning Do you have a role description for
President?
Vice president?
Secretary/Admin?
Treasurer/ Finance?
Membership?
Professional Development/Education?
Events – conferences/seminars?
Sponsorship?
Others?
If not – why not!

12. Succession Planning Second Element Election process
Should be documented and available to all
Should state what the eligibility rules are
Must be member of Component & PMI
Past experience required
Candidates should write a short bio and describe what they will bring to the position
Should be reviewed regularly for relevance
Usually separate nominations committee
Cannot be on nominations committee and standing for election
Eligibility rules
Past experience

13. Succession Planning
Challenges you will face when attempting to recruit and retain volunteers
Fear of failure in the role
Lack of clearly defined requirements or expectations of the role
Lack of time available to give to the role because of family or work
PMI meetings or activities are routine, no longer exciting
Matching Component needs with available volunteers is difficult
To retain volunteers, need to treat people so they feel valued
Lack of advertising and/or a communications plan
The tone of volunteers solicitation does not encourage members to participate.
Lack of a strategic plan for the Component
Volunteers are not always effective or successful in their roles

14. Succession Planning Things to consider What’s in it for the volunteer?
What training is required?
For future leaders what is the career path?
Recognition when a leader steps down
Constitution and Bylaws should document rules for roles, eligibility, removal and election process .

15. Succession Planning Third element Advertise your Component positions
Having gone to all the trouble to plan for succession it is important that you let people know what they are and where they can be found.
Have a “meet the leaders” night at your Component where you can let people know what the roles are and what is involved. Get past leaders to attend and confirm how they benefited from the experience .

16. Succession Planning Fourth element Available resources
PMI Component President and Chair Transition Checklist
PMI Component Board Transition Checklists.
PMI
Past leaders
Component mentor
Any suggestions .

17. Succession Planning Any Questions? Thank you Ken Robson, PMP
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