Transition and Succession Planning Framework

A Chapter Leaders’ Introduction Region 7 Summit: April 11-13, 2013

Ray W. Frohnhoefer, MBA, PMP, CCP Doug Orlando, MBA, PMP

Life is change. Growth is optional. Choose wisely. - Karen Kaiser Clark

Your Presenters •

30 years Project/Program/Management

•

20 years Professional Services

•

13 years adjunct faculty for IT and Project Management – U of Maryland, UCSD Extension, National

Ray W. Frohnhoefer, MBA, PMP, CCP Technical Consultant & Sr. Program Manager EDmin 5471 Kearny Villa Road Suite 310 San Diego CA 92123 Phone: 800.748.6696 x159 Cell: 760.685.2197 Email: [email protected]

U, U of Phoenix •

Past President, PMI San Diego

•

Past Component Mentor, Region 7

•

Past CD GovComm Committee; Leadership Institute Advisory Group

•

Currently serving on PMI Chapter Member Advisory Group

Your Presenters

•

23 years Project/Program/Management

•

13 years AT&T Global Business

•

3 Years International Travel with AT&T – 6 months in India, 4 months in Netherlands supporting Shell Oil as Change Agent; Implemented

Douglas J. Orlando, MBA, PMP, ITIL Sr. Technical Director & Sr. Program Manager AT&T Business Solutions Outsourcing Transition Management 1333 W University, 1st Floor Mesa, AZ 85201-5419 Phone: 480.203.2148 Cell: 480.678.2010 Email: [email protected]

several PMO’s, in specializing

complex ABS programs. •

19 years IBM Global Services

•

Past President, PMI Phoenix

•

Past Phoenix Advisory Board

•

Currently serving on PMI Chapter Member Advisory Group

Our Objectives •

What is Transition and Succession Planning? What is the Framework?

•

Planning for Transition

•

Planning for Succession

– The Volunteer Leader’s Career Path – Developing Leaders for Board Roles •

Transition & Succession Planning Resources

•

Wrap Up & Workshop

Why Focus on Transition and Succession Planning? • Aligned individuals = Aligned communities • Succession planning = Talent Identification and Talent Development  Path to individual and group improvement • A process related to individual leadership and development • Improving the process will improve people and increase their opportunities • We generate and build future leaders to carry on the work • Our communities operate smoothly with business continuity

Top 3 Things You Wish You Knew BEFORE You Assumed Office… • Roles, Responsibilities & Limitations • Time Commitment • What key deliverables will I be responsible for and when are they due?

Top Things You Wish You Knew AFTER You Assumed Office… • Governance Documents (Strategic Plan, Bylaws) and Operational Plans • Job Description • Contact Lists • Event Calendar • Major issues affecting the component- financial situation, legal issues, membership attrition, membership satisfaction • Active committees and names of chairpersons; status of activities and programs • Deliverables for PMI • Lessons Learned

What’s Included in the Package? • Chapter Leaders Guide – Definitions and Process, supportive tools, pre-filled examples • Board Alignment and Planning Worksheet – Measureable objectives, quarterly reviews, flexible

• Transition Planning Template – Document roles, plan turnover, provide business continuity • Individual Development Plan – Goals, developmental plans and supports, progress checks

Transition Planning

Steps to Transition Planning • Clearly define roles, responsibilities, and processes – Role descriptions (Role Delineation Study) – Process/flow charts – RACI diagrams

• Facilitate smooth transitions – Check lists – Meet & greet – Planning meetings

Defined Chapter Roles

Defined Chapter Roles

•Roles in all chapters currently mandated - President, VP of Finance and Secretary •Roles most chapters have defined - President, VP of Finance, VP of Professional Development and VP of Membership •Recommended Roles - VP of Governance & Policy and VP of Volunteering

Roles with Transition Plan • Less than half of the chapters have a transition plan in place for their key leadership roles. • Roles most likely to have a Plan - President, President Elect, Past President

VP of VP of VP of Governance Volunteers Marketing & Policy

VP of PD

VP of Past Membership President

President Elect

VP of Finance

Secretary

President

Overall

Transition Planning Template • Executive Summary • Transition Checklist • Transition Planning Resources

• Transition Planning Tasks • Strategic and Operational Responsibilities

Life is a succession of lessons which must be

lived to be understood. - Helen Keller

Succession Planning

Talent Evaluation

Talent Development

The Volunteer Career Matrix Category Learning Volunteer

Experienced Volunteer Leader

Component Web Site Committee member, Dinner Meeting Ambassador Newsletter Committee Chair, Conference Committee Team Lead Department Chair or VP, Trustee

Strategic Volunteer Leader

Component Chair or President

New Volunteer Leader

Region Region Web Site Designer

GOC Standards Project team member

Multi-Component Community Conference Development Project Committee Lead team lead

Multi-Component CTP Project Conference Manager, PMBOK Committee Chair Update Deputy Project Manager, Component Mentor PMI Board member, PMI-EF Board member

Talent Evaluation

Talent Evaluation Template • Measureable

objectives • Metrics • Quarterly or monthly evaluation • Legend

• Comments

Talent Development

Talent Development Template • PMI Volunteer Career Path • Tips for Effective Development Plans • Executive Overview

• Volunteer Career Plan • Individual Development Plan • Individual Planning Resources

9 Talent Development Plan Tips Communications

1.

Look for the win-win-win

2.

Implement something every quarter

3.

Be accountable

4.

Seek feedback and support

5.

Know yourself

6.

Strive for balance

7.

SMART goals

8.

Take time to learn

9.

Transfer learning into next steps

Organization Relationship Building

Strategic Thinking

Pulling it All Together

Chapter President/ Chair

Chapter Board

Nominating Committee

Volunteers

START

Submit Application

Review Position Requirements

Create & Manage Individual Development Plan

Announce Positions & Accept Nominations

Submit Application

Review Candidates & Conduct Election

Newly Elected Board

Board Removal Process Ongoing Review of Board Performance

Facilitate Transition Planning

Exiting Board Members

END

Transition and succession planning are critical to sustaining operations and increasing the performance of your Chapter. • Your Chapter will sustain or increase your strategic alignment with PMI • Board leaders and volunteers will focus on the right strategies and activities • Business continuity will be maintained, even in urgent situations (e.g. Board resignation, major new project requirement) • The impacts of volunteer turn over are mitigated – new volunteers “hit the ground running”

• You will have a ready pool of talent to strategically fill open Board and other volunteer positions which are open due to growth or vacancy

Resources •

PMI Staff

•

Region Mentor

•

Role Delineation Study

– PMI Learn: Role Delineation Study; PMI Learn: Chapter Role Study •

Transition & Succession Planning Chapter Leaders’ Guide and Templates

– http://leadership.vc.pmi.org/Share/Documents.aspx?EntryId=44113 – Documents>Transition & Succession Planning Framework •

PMI Learn

– PMI.org>Get Involved>Excel as a Leader

– Launch button at bottom of page – SkillSoft: Establishing Team Goals and Responsibilities

More Resources •

Leadership Institute Meetings, LIMC, and Regional Meetings

– http://www.pmi.org/Get-Involved/Volunteer-Excel-as-a-Leader.aspx •

Welcome Letter

– Friday FACTS – PMI Learn

– Leadership Community Site – Chapter Policy Manual – Marketing Portal •

Mark Langley’s Volunteer Welcome Video:

– http://www.pmi.org/Globals/EventVideos.ashx.

Q&A

Thank You Volunteers!!! • For reviewing and piloting the Framework: North America: -Madison WI -Northeast FL -Portland OR -South Florida FL -Southwestern IN -Tampa Bay FL

EMEA: -Berlin Germany -Madrid Spain -United Kingdom

LA: -São Paulo Brazil

• For contributions to the Framework: – Community Development Governance Committee, Chapter Member Advisory Group, Component Mentors, Leadership Institute Advisory Group, PMI Staff

Bring your work back to the workshop twenty times. Polish it continuously, and polish it again. - Nicholas Boileau

Exercise #1: Transition Checklist Instructions: Share the existing transition checklist from the templates for each role. On the flip chart paper provided, review the transition check list and add any missing transition items for the incoming and outgoing Board members in your assigned role. This should be based on the role descriptions.

Report Out: Provide a copy of chart for consideration to incorporate into the Transition & Succession Planning materials and take back to your Board for consideration.

Exercise #2: Transition Plan Instructions: Take a few minutes to think about Transition Planning in your Chapters. On the flip chart provided, write down some of the standard activities that should be a part of the transition plan (e.g. have a transition meeting) for any Board member. For each task or activity, include a brief description.

Report Out: Provide a copy of chart for consideration to incorporate into the Transition & Succession Planning materials and take back to your Board for consideration.

Exercise #3: Talent Evaluation Instructions: Share the existing Board Metrics scorecard from the templates for each role. On the flip chart paper provided, list some of the standard deliverables and metrics that should be considered for addition for Board members in your assigned role.

Report Out: Provide a copy of chart for consideration to incorporate into the Transition & Succession Planning materials and take back to your Board for consideration.

Exercise #4: Talent Development Instructions: Review the skills for your assigned Board role from the role delineation study. On the flip chart paper provided, list some of the skills and knowledge required for Board members in your assigned role.

Report Out: Provide a copy of chart for consideration to incorporate into the Transition & Succession Planning materials and take back to your Board for consideration.