Anticipating Changes – Succession Planning

Volunteer organisations complete important work under extraordinary circumstances. One of the challenges not for profit organisations face is remaining steadfast in their commitments throughout the frequent changeover of workers. Many organisations are lucky to have loyal, long-term volunteers, but nonetheless have to be prepared for people departing, and newcomers taking their places. Some organisations have it set into their rules that board member terms are fixed, giving a variety of members the opportunity and responsibility for taking the helm. Whatever circumstances surround new members taking official roles, there are ways organisations and individuals can plan for the succession to go smoothly, and without impacting operations negatively. Let’s look at some of the preparation that can ease the potential difficulties of a handover.

Have clearly defined roles- Positions and functions within the executive are easier to transfer when they are clearly delineated. Keep a written record of duties each position is responsible for, and periodically update or alter it to ensure it is current at the time when it is needed.

Know who is capable- If there are people in your organisation who would be suitable for various executive roles, begin including them and grooming them for eventual takeover. If there is no-one suitable already in your ranks, it is useful to know this before a sudden reappointment is required. Perhaps partner organisations have recommendations you could be considering now, in preparation for the future.

Have a pre-determined individual or committee in place to aid transition- A new officer joining an organisation should know who to go to for information if they have any queries. Depending on the size of your organisation this could be one person or a small group. The individual or committee can also hold the reigns if there is a delay between a resignation and the new person getting started.

Form a communication plan to keep stakeholders in the loop- When there is a personnel change at a high level within an organisation, it is advantageous as well as courteous to share the new development with the people who will be working with the incumbent in the future. Having a plan in place whereby an announcement is made via newsletter, or the new officeholder sends introductory letters to strategic partners will smooth the way for business to continue as usual.

These simple steps can make a transfer of responsibilities easier, and help reduce the negative impact on usual operations. If you are looking for more detailed advice, the Non-profit Executive Succession Toolkit is a good place to start.