In 2024 Mentornet piloted the Advanced Certificate on Occupational Learning: Learning and Development Advisor, on NQF Level 7. Learners had to submit more than 50 practical assignments to be declared ready for the EISA. This gave me the idea to share their products with other learning providers and learners in occupational and vocational learning. So, I asked the learners who achieved a distinction for assignments for permission to publish their submissions as articles on our Intgrty website. Articles are published unanimously for obvious reasons.
Conduct succession planning
Conduct succession planning by answering the following questions:
1. Which strategic objectives will require short-term plans to conduct succession?
2. Develop a succession action plan.
3. Organise and conduct a succession planning process.
4. Develop the monitoring tool to evaluate the succession plan.
1. Which strategic objectives will require short-term plans to conduct succession?
- Retaining key personnel and leadership: Ensuring leaders and high performers remain motivated to stay with the organisation.
- Filling critical roles: Identifying and developing successors for key positions to maintain operational continuity.
- Addressing skills gaps: Developing leaders who align with the strategic objectives and business growth needs.
- Ensuring diversity and inclusion: Building a diverse leadership pipeline as a strategic imperative for sustainability and innovation.
2. Develop a succession action plan.
Succession Action Plan
- Step 1: Identify Critical Positions: Identify roles essential to operational success, such as department heads and specialised positions.
- Step 2: Identify Successors: Use performance reviews, career development discussions, and skill assessments to identify potential successors.
- Step 3: Develop Individual Development Plans (IDPs): Align developmental goals with succession requirements by providing training, mentoring, and exposure to leadership roles.
- Step 4: Conduct Talent Reviews: Regularly evaluate the readiness of identified successors through progress reviews, simulations, or acting opportunities.
- Step 5: Monitor and Adjust: Continuously evaluate the effectiveness of the plan and adapt based on changes in the organisation or workforce dynamics.
3. Organise and Conduct a Succession Planning Process
Step-by-Step Process to Organise and Conduct Succession Planning
- Step 1: Define Objectives and Scope
- Objective: To ensure continuity in leadership by identifying, developing, and retaining successors for key positions in the organisation.
- Scope: Focus on five critical roles, including:
- Chief Operations Officer (COO)
- Regional Manager
- Training and Development Officer
- Senior Investigator
- Logistics Manager
- Step 2: Identify Critical Roles and Requirements: Host a meeting with department heads to identify key positions that require succession planning based on:
• Role impact on organisational success.
• Skills and qualifications needed.
• Potential risk if the position is vacated.
Outcome:
Critical Role Profile for the Chief Operations Officer:
• Key Responsibilities: Strategic planning, resource allocation, and cross functional leadership.
• Key Skills: Decision-making, communication, financial acumen, and crisis management.
Step 3: Identify High-Potential Employees (HIPO)
Tools Used:
• Skills audit results.
• 360-degree feedback reports.
• Recent performance appraisals.
Example: Identified Candidate for COO Role:
• Name: Captain Sipho Mahlangu
• Current Position: Senior Logistics Officer.
• Key Strengths: Strong strategic planning skills, effective leadership in high-pressure situations, and excellent stakeholder management.
Step 4: Develop Individual Development Plans (IDPs)
Tailor a development plan for each identified successor. Example:
Development Plan for Captain Sipho Mahlangu:
• Training: Enroll in an advanced leadership course (e.g., Executive Leadership Certificate).
• Mentorship: Assign mentorship under the current COO to provide on-the-job exposure.
• Stretch Assignments: Lead cross-functional projects to enhance decision-making skills.
• Timeline: Monitor progress over 12 months.
Step 5: Conduct Succession Planning Workshop
Host a one-day workshop with key stakeholders, including HR, department heads, and identified successors.
Agenda:
• 09:00 – 10:00: Presentation on the importance of succession planning.
• 10:00 – 12:00: Discussion on critical roles and identified candidates.
• 13:00 – 15:00: Breakout groups to finalise IDPs and identify potential gaps.
• 15:00 – 16:00: Review and align plans with organisational goals.
Outcome: Finalised IDPs and a shared understanding of expectations for successors.
Step 6: Document and Communicate the Plan
Prepare a formal report summarising:
• Critical roles and their succession strategies.
• Development plans for identified candidates.
• Timelines for readiness assessments.
Distribute the report to senior leadership for approval and share individual plans with the identified successors during one-on-one meetings.
Step 7: Monitor and Evaluate Progress
• Conduct quarterly check-ins with mentors and successors.
• Review progress in skill acquisition and role readiness.
• Adjust plans based on feedback or changes in organisational priorities.
4. Develop the monitoring tool to evaluate the succession plan.
Succession Plan Monitoring Tool
| Metric | Description | Frequency |
| Successor readiness | Percentage of successors deemed ready to step into roles | Quarterly |
| Skills development | Number of skills gaps addressed through training programs | Quarterly |
| Retention rate | Percentage of high-potential employees retained | Annually |
| Diversity goals | Progress in achieving diversity within leadership pipeline | Annually |
| Leadership transition | Success rate of leaders transitioning into critical roles | Post-transition review |
| Feedback effectiveness | Satisfaction of successors with development opportunities | Bi-annually |