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Planning for Succession

Planning for Succession. Steve Gartrell NCDA Winter Meeting Washington, D.C. Jan. 30, 2009. Succession. The right, act, or process, by which one person succeeds to the office of another. Succeeds: Replace another in an office or a position To accomplish something desired or intended.

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Planning for Succession

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  1. Planning for Succession Steve Gartrell NCDA Winter Meeting Washington, D.C. Jan. 30, 2009

  2. Succession • The right, act, or process, by which one person succeedsto the office of another. • Succeeds: • Replace another in an office or a position • To accomplish something desired or intended

  3. Successful Succession • To help new people succeed, you need to provide • Knowledge • Skills • Good Systems • Clear Policies and Procedures • Confidence

  4. Succession • Too often we find out about holes in our program’s policies, procedures & staff skills, after . . .

  5. Succession • Perhaps . . . good idea to think about before someone drops their notice/retirement on your desk? • So . . .

  6. Are You Ready, If Your. . . • Account Specialist with 7 years of service quits, gives 2 weeks notice • Housing Planner with 5 years of service does not return from Maternity Leave • Housing Rehab. Program Manager w/ 30+ years of service retires, gives 2 months notice • Housing/CD Director w/ 30+ years of service retires – Gives 6 months notice

  7. Succession Planning • Think about your staff’s skills, systems, & procedures • Start asking questions:

  8. Succession Planning • What skills would be lost? • Do other people know the job? • Temporarily? • Permanently?

  9. Succession Planning • What tasks would need to be continued? • In the immediate short term? • Longer term? • Can tasks be eliminated? • Are you relying on Institutional Memory?

  10. Succession Planning • Are there written procedures documenting major tasks (where feasible)? • Are there written policies? • Are policies and procedures reviewed and updated periodically?

  11. Succession Planning • Do you have an adequate review and approval process within most procedures? • How do you know if the new person is doing it right? • Is the level of documentation appropriate to the specific task?

  12. Succession Planning • Training opportunities? • Formal Courses • Online • OJT

  13. Succession Scenarios – How different? How similar? • Account Specialist with 7 years of service quits, gives 2 weeks notice • Housing Planner with 5 years of service does not return from Maternity Leave • Housing Rehab. Program Manager w/ 30+ years of service retires – Gives 2 months notice • Housing/CD Director w/ 30+ years of service retires – Gives 6 months notice

  14. Specific Scenarios • Account Specialist - Tasks pretty much set in stone: • Processing bills in IDIS and City system • Processing program income • Handling procurement • Procedures should be well documented

  15. Specific Scenarios • Housing Planner – combination of specific procedures & more independent skills • Finance Procedures (Notebook) • Project Management (Formal & OJT) • Planning (Fair Housing Plan) • Hopefully bring planning skills, but may need help with finance and project management

  16. Specific Scenarios Housing Rehab. Program Manager Tasks: Management, Systems and Technical • How well are systems (e.g., financial, eligibility, underwriting) set up? • Are program guidelines in place? • Has the incumbent detailed all tasks for which they are responsible? • Is there backup or documentation for tasks that current incumbent performs?

  17. Specific Scenarios CD/Housing Director Tasks: Management, Systems and Technical • How well are systems (e.g., financial, eligibility, underwriting) set up? • Are program guidelines in place? • Has the incumbent detailed all tasks for which they are responsible? • Is there backup or documentation for tasks that current incumbent performs?

  18. Actions For Successful Succession • Policies and Procedures Notebook (or folder on server) • Accurate Job Description • Task list w/ successor designation • Transition Memo from Incumbent • Status of projects, contact names, etc. • Formal Training • OJ Training • Cross Training

  19. Policy/Procedures Folder (Financial Procedures)

  20. Housing/CD Director Task List (Partial) General CD/Housing Administration (approximately 40-50% FTE) To Be Transitioned and to Whom (Amy unless otherwise noted): • Responsible for overall management of Housing & CD Teams and associated activities • Meet weekly with Housing/CD Team leaders • Attend Housing Team Meetings • Attend P&D Board meetings (when CD/Housing Items on agenda) • Chair quarterly CD/Housing Staff meetings • Oversee documentation of processes and procedures for all aspects of housing & CD programs (including documentation of own tasks/responsibilities for transition)

  21. Housing/CD Director Task List (Partial) HOME Administrator (50 to 65% FTE): • Manage Activity Scoping Sessions (HOME Eligibility and Procedural determinations) • Provide HOME TA (self or assign consultant) for members • Review Project/Program Documents for HOME requirements • Usually Mortgage, Note & Funding Agreement • Manage HOME IDIS & Finance Plus Process • Process IDIS Activity Setups and Completions • Process IDIS Activity Funding • Approve Finance Plus batches and IDIS draws

  22. Transitions Opportunity for Change • Rehab. program – recent years: reduced productivity, high admin. cost • Moved Housing Office to City Hall • Simplified Rehab. program from 14 different grants and loans to 1 loan program • Changed office culture • From social work to housing rehabilitation (getting applications in and cases out)

  23. Successful Succession • To help new people succeed, you need to provide • Knowledge • Skills • Good Systems • Confidence

  24. Contact • Steve Gartrell • sgartrell@newtonma.gov • 617-796-1140

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