2012 SHRM Georgia Leadership Series

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

2. Welcome 2012 SHRM Georgia Leadership Series • 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

3. Leadership Series Objectives 2012 SHRM Georgia Leadership Series • 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

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

5. Agenda Succession Planning for Your Chapter • 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

6. What is Succession Planning? 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.

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

8. Poll 1 – Key Challenges of Succession Planning

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

10. Step 1 Succession Planning for Your Chapter • 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. Review Your Chapter’s Mission, Vision & Strategic Plan Review Your Chapter’s Mission, Vision & Strategic Plan

11. Step 1 – Example (Case Study) Succession Planning for Your Chapter • 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 Review Your Chapter’s Mission, Vision & Strategic Plan Review Your Chapter’s Mission, Vision & Strategic Plan Do you have the bench strength (i.e., talent pool) to ensure success of this goal?

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

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

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

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

16. Step 4 Succession Planning for Your Chapter • 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) Develop & Modify Role Descriptions

17. Step 4 – Example (Case Study) Succession Planning for Your Chapter • 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 Develop & Modify Role Descriptions

18. Step 5 Succession Planning for Your Chapter • 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 Prioritize Succession Planning Needs

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

20. Poll 2 – The Value Proposition

21. Step 6 Succession Planning for Your Chapter • 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 Create the Value Proposition • Why People Don’tVolunteer • Fear of Commitment • Not Enough Time • Bad Volunteer Experience in the Past • Lack of Interest • Unaware of Volunteer Opportunities • Not a Priority According to research from the Gallup Organization, U.S. Bureau of Labor Statistics, and Volunteers or America

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

23. Step 6 Succession Planning for Your Chapter • 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 Create the Value Proposition

24. Step 6 – Example (Case Study) Succession Planning for Your Chapter • 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. Create the Value Proposition

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

26. Step 7 – Example Succession Planning for Your Chapter 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.) Develop a Marketing Plan

27. Step 8 Succession Planning for Your Chapter • 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) Interview & Select

28. Step 8 – Example Succession Planning for Your Chapter 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 Interview & Select

29. Step 9 Succession Planning for Your 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 Assimilate New Leaders into Chapter

30. Step 9 – Example Succession Planning for Your 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 Assimilate New Leaders into Chapter

31. 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

32. Questions

33. Thank You and Good Luck! Succession Planning for Your Chapter • 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

34. SHRM Resources • SHRM Annual Conference – in Chicago June 16-19, 2013 • SHRM Georgia State Council • SHRM Regional Administrator – Crystal Adair, crystal.adair@shrm.org • SHRM Field Services Director – Dorothy Knapp, dorothy.knapp@shrm.org • 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