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

Successful Succession

To help new people succeed, you need to provide– Knowledge– Skills– Good Systems– Clear Policies and Procedures– Confidence

Succession

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

Succession

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

So . . .

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

Succession Planning

Think about your staff’s skills, systems, & procedures

Start asking questions:

Succession Planning

What skills would be lost?

Do other people know the job?– Temporarily?– Permanently?

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?

Succession Planning

Are there written procedures documenting major tasks (where feasible)?

Are there written policies? Are policies and procedures reviewed and

updated periodically?

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?

Succession Planning

Training opportunities?

– Formal Courses– Online– OJT

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

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

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

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?

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?

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

Policy/Procedures Folder (Financial Procedures)

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)

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

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)

Successful Succession

To help new people succeed, you need to provide– Knowledge– Skills– Good Systems– Confidence

Contact

Steve Gartrell– sgartrell@newtonma.gov– 617-796-1140