Succession Planning or…

1. Your Chapter’s Future: It’s not all about you Succession Planning or… How do Chapters die? Why succession planning is good. And smart. How do I find my successor? So how do I get him/her elected? How do I train my successor? 2014 SFBAC Officer Training WorkshopFebruary 25, 2014Michael’s at Shoreline, Mtn View, CA Bill DeHope 2014 SFBAC Officer Training Workshop (DeHope)

2. Why do Succession Planning? The Bathtub Mortality Curve & You! • Something could happen to you. • Yeah, you’re gonna’ die. • That’s why you buy life insurance. • Your section leaders want some insurance on you. • Even if 50 chapters with 4 officers each only elect 30-year-olds, there’s a 20% chance at least 1 will die this year. 1 – (1-.001)200 = 1 – (1-.2) = 20% SFBAC Officer Training Workshop (DeHope)

3. Something could happen you…Part B Why do Succession Planning? • Hey, I know! You can Chair IEEE’s Celestial Section! B as in … SFBAC Officer Training Workshop (DeHope)

4. How do I recognize Burnout? • I no longer feel challenged • I’m predictable • I don’t try new things • I take my position for granted • I don’t imagine my successor • I’m no longer somewhat humbled by my office • I’ve lost the respect I once had for others, esp. my “superiors” • I don’t plan the future much, hey, I know it all already. • Am I a dynasty? • Have I gotten too comfortable in IEEE? • Not “at attention”, but “at ease”, though not slouching • Does your posture give you away? • Do I avoid “stretching” to challenges Don’t confuse burnoutwith a nervous breakdown! 2008 SFBAC Officer Training Workshop (DeHope)

5. So how do IEEE Chapters die? • Mortal Death? • <0.1% occurrence • Gross misconduct of officers? • <1% occurrence • Field dies out, jobs go away, technical interest wanes? • <5% occurrence • No, cause of death is usually the Unholy Trinity: • Lack of succession planning • Overextension of existing officers • Burnout of existing officers • All are signs of burnout. 2008 SFBAC Officer Training Workshop (DeHope)

6. What do you mean by Overextension? • Literally, holding an office for more than 2 terms (ie 2 years), the IEEE limit • Continuous cycling through the Treas-Secy-VC-Chair positions (8 years) • Figuratively, stretching out your stay when you should be moving on • Perhaps also clinging to something you should let go of ??? • It’s not healthy for your chapter • It’s not healthy for you (do new things instead!) • It cheats others out of opportunities you had • Overextension squeezes out life—get some “New Blood” instead • Rx: successor planning + election SFBAC Officer Training Workshop (DeHope)

7. You have responsibilities as an officer… • Typically Chapter Planning takes place before or after technical meetings… • So what happens when you go without a technical meeting? No planning gets done either! • Dereliction of duty on the part of Secretary, Speaker Coordinator? • Chair failed to motivate, nag, keep to schedule? • All are signs of burnout. • Your section is very concerned with this • But we only see the chapter Chairs at section excoms. • We don’t know when he’s become a “one man show” • All sections can do is enforce the election rules • That might be 1 year too late. • What about the IEEE term limits? • Think you’re cute when you’ve “gotten away with it”? • You’re not. You’re setting your chapter up for eventual death. And that’s not cute. SFBAC Officer Training Workshop (DeHope)

8. But no one else will take this job! • Oh yeah? How did YOU get the job? • Are you trying as hard as your predecessor did? • Is this personal? Do you have something to prove? • IEEE can’t be the haven for fragile egos • Are you scared of something? The new, the untried? Maybe no one knows what your job is? Have you made it look easy? Automatic? Do you have job descriptions? Examples at www.ieee.org Check out the Sections Congresses SFBAC Officer Training Workshop (DeHope)

9. Why do Succession Planning? Moving on might be better than not moving at all • Life is never stagnant. You’re either moving forward or backward. • Move UP in IEEE. Serve in Section, Council, Region • You deserve it! • Make room for others! • Moving on to other things should be seen as moving up to other challenges • “Move on” to start new chapters • “Move on” to serve in appointed positions • “Move on” to other service positions elsewhere • Even your family! Maybe you will have a nervous breakdown! 2008 SFBAC Officer Training Workshop (DeHope)

10. Why do Succession Planning? Part of leadership is grooming your successor • All real leaders do this. You know I’m right. • Planned obsolescence isn’t always bad. • It’s a common challenge before promotions • Think of parenting. You have ~30 years to make your child independent of you. You’re not doing anyone any favors if they remain dependent after that. • This doesn’t happen overnight • Define your chapter’s needs • Who will make a good leader? • Recruit/“court” that person • Plan & hold an election • Have clear job descriptions • Learn-a-job, do-a-job, teach-a-job, then move on Creation isn’t easy 2008 SFBAC Officer Training Workshop (DeHope)

11. WHEN to do Succession Planning? • All year long! Starting at the beginning of your term. • Yes, the Chair needs to nag people, keep them on plan • But finding (new) officer(s) is the MOST important job of the Chair • Find your replacement! Bring them into your rotation. • The election is an IEEE requirement • But it is the culmination of a year’s worth of thought, investigation, and grooming. • Expecting nominations from the floor? You’re dreaming. • So HOW do you do succession planning? • Go fishing! SFBAC Officer Training Workshop (DeHope)

12. How do you fish? • With a net • Announce a need for volunteers at your first meeting • Use eNotice for an email. List some specific tasks, like membership chair, that you have a backup for. List your “entry” office for next year. Reference your job descriptions. Make it easy to reply to you. • Ask trusted people for recommendations. “Keep an eye out for someone” and follow-up. • With a spear • Spot the regulars at your meetings. Take pictures and look for repeats. By your 3rd meeting, spear ‘em! (Pictures will be great for your website too!) • Consider current and past colleagues. Spear ‘em. • With a pole • Ask for volunteers. “Who can bring cookies?” Simple, non-critical tasks. Exchange cards. • Do they follow-through? Reel ‘em in. SFBAC Officer Training Workshop (DeHope)

13. General suggestions: • Life happens and you might lose an officer mid-year • “Something could happen to you…Part C” for career • Rx: have flexible, well-trained officers who can adapt • Have an officer rotation so others can cover the job. • Cross-train…but if swapping tasks, communication is critical • Give little jobs to potential candidates • Have appointed positions as your AAA farm team • Honor your existing officers EVERY MEETING • Make sure all are engaged…lookout 4 burnout • Discuss candidates at planning meetings • Settle on the new officer(s) before the last (election) meeting. Be wary of over-ruling your other officers. • Have an election. In-person or vTools. SFBAC Officer Training Workshop (DeHope)

14. Finally, hold an election! • Get your chapter thinking about it early in the year • Announce a Nominating Committee • Independent, avoid conflict-of-interest • Have a “slate” of candidates • Members must be free to nominate • Minimal Action: Chair announce election and request nominations at the penultimate technical meeting of the year • sample announcement follows • Get buy-in from existing Excom officers in advance • Look for “fresh blood” to bring into rotation • Consider “moving up” to a Section officer, other position • Hold the election • at the final technical meeting of the year • sample ballot attached • tally votes; “Teller’s Committee” should be independent, no CoI • Post winners to IEEE via vTools Officer Reporting Form (L-10) SFBAC Officer Training Workshop (DeHope)

15. Sample election announcement and call for nominations.Display at the introductory part of your penultimate meeting. • Nominations for the 2015 Executive Officers of the • Oakland/East Bay Chapter of the • Nuclear & Plasma Sciences Society • Can be sent to • Bill DeHope, Nominating CommitteeUniversity of CaliforniaLawrence Livermore National Laboratory 7000 East Ave. L-153 Livermore, CA 94550 • w.dehope@ieee.org 2008 SFBAC Officer Training Workshop (DeHope)

16. Sample Election ballot: final meeting of the year IEEE Nuclear & Plasma Sciences SocietyOakland/East Bay Chapter Executive Committee Ballot2015 Chairman: Joe Mauger ____________ Vice Chairman/Speaker Coordinator: Tony Lavietes ____________ Secretary: Paul Banchero ____________ Treasurer: Ed Lampo ____________ 2008 SFBAC Officer Training Workshop (DeHope)

17. At the Section level… • Know the cause of death, the Unholy Trinity • Know the signs of impending death • More than 2 terms in same position • “No one else will do it” excuse • Educate re. succession planning; urge election planning • Attend meetings and honor the officers and the OFFICE • Find another job for the worse offenders • Are they maybe being “too” nice? • Maybe your Section ExCom has the same problem!?!? • Maybe you can prevent atrophy…VOLUNTEER! • Give them some life insurance for your chapter 2008 SFBAC Officer Training Workshop (DeHope)

18. Summary • The Unholy Trinity kills too many IEEE chapters • Lack of succession planning + overextension + burnout • IEEE forbids holding an office for more than 2 terms • IEEE offices are an honor; let others have a chance • Good leadership, like parenting, leads to independence • Freedom and independence are good things! • IEEE requires yearly elections! • Seek out and cultivate future leaders • Plan, and hold, a proper election every year • What do you do? Tell us in a job description! • We are our brother’s keeper; look out for each other • Give your section’s leaders some life insurance!

19. Good morning!Have a great day… …and a great life! 2008 SFBAC Officer Training Workshop (DeHope)

20. 2008 SFBAC Officer Training Workshop (DeHope)

21. Preventing Burnout is more than just giving it the old college try • You are REQUIRED to hold elections • There IS a two term limit to all IEEE offices • Maybe your section is too nice? • Maybe your section has the same problem? 2008 SFBAC Officer Training Workshop (DeHope)

22. You deserve to move up! • New and fresh is good. • Keep moving! • Your Section needs you! • What about starting a new chapter? 2008 SFBAC Officer Training Workshop (DeHope)

23. The IEEE Code of Ethics We, the members of the IEEE, in recognition of the importance of our technologies in affecting the quality of life throughout the world, and in accepting a personal obligation to our profession, its members and the communities we serve, do hereby commit ourselves to the highest ethical and professional conduct and agree to: 1. Accept responsibility in making engineering decisions consistent with the safety, health and welfare of the public, and to disclose promptly factors that might endanger the public or the environment. 2. Avoid real or perceived conflicts of interest whenever possible, and to disclose them to affected parties when they do exist. 3. Be honest and realistic in stating claims or estimates based on available data. 4. Reject bribery in all its forms. 5. Improve the understanding of technology, its appropriate application, and potential consequences. 6. Maintain and improve our technical competence and to undertake technological tasks for others only if qualified by training or experience, or after full disclosure of pertinent limitations. 7. Seek, accept, and offer honest criticism of technical work, to acknowledge and correct errors, and to credit properly the contributions of others. 8. Treat fairly all persons regardless of such factors as race, religion, gender, disability, age, or national origin. 9. Avoid injuring others, their property, reputation, or employment by false or malicious action. 10. Assist colleagues and co-workers in their professional development and to support them in following this code of ethics.