Template

Employee Succession Planning Template

Global HR

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This employee succession planning template is a strategic tool designed to future-proof organizations by ensuring a smooth transition of leadership and maintaining business continuity.

Succession planning template overview

This comprehensive template not only identifies key positions and critical roles but also facilitates a structured succession planning process that aligns with the organization’s strategic goals.

Key features of the template are:

Strategic role definition: It starts with a thorough analysis of key positions, clarifying the specific leadership skills and competencies required. This clarity supports the strategic plan by aligning development needs with organizational goals.
Proactive talent identification: The template emphasizes the importance of building a robust talent pool, enabling the leadership team to identify and nurture internal talent for leadership roles strategically—additionally, the template includes a candidate readiness score to distinguish between multiple candidates for the same role
Guidance for assessing candidate readiness: The template comes with a suggested 1-10 assessment scale with a detailed breakdown of each score, along with actionable advice for using it effectively
Structured development pathways: There is allocated space for development planning (e.g., programs, mentoring initiatives) to offer development opportunities to potential leaders—this systematic approach ensures that individuals are prepared to handle critical roles effectively
Performance and milestone tracking: Link succession planning to performance reviews and key milestones, such as KPI achievement, allowing for continuous assessment and adjustment of the succession planning process
Adaptive planning: Designed for flexibility, the template supports regular updates to adapt to leadership changes or shifts in strategic direction, minimizing disruptions
Excel or Google Sheets format: Easily edit, collaborate with internal stakeholders, and update progress
Example sheets: Find a pre-filled succession plan to demonstrate how you can get a snapshot at a glance and track your process

By integrating these elements, the succession planning template becomes a pivotal part of an organization’s strategic initiatives, ensuring that it is well-prepared to handle future challenges and opportunities. This approach not only supports the immediate needs for talent development and leadership readiness but also contributes to long-term business success and stability.

How to use this template

To effectively use the succession planning template, follow these detailed instructions:

Identify the role: Begin by specifying the role or job title the succession plan applies to and list the key skills and qualifications required for the role
State the current position holder: Enter the name of the individual currently holding the position
Define the succession planning timeline: Define the schedule or timeframe for identifying, evaluating, and preparing candidates for the role
Identify and rate succession candidates: Identify the individuals who are potential candidates for the role and use a rating system to evaluate each candidate’s readiness for the role based on qualifications, experience, skills, and performance
Create a succession development plan: Outline the steps that will be taken to develop the candidates’ skills and prepare them for the role (e.g., leadership training courses, workshops, mentoring, and coaching)
Define performance metrics and KPIs: Specify the key performance indicators that will be used to measure the success of the succession plan and the candidates’ performance
Monitor performance: Establish a system for monitoring the candidates’ progress and providing feedback and coaching as needed
Review and update the plan: Set a process for reviewing and updating the succession plan regularly to ensure it remains relevant and effective
Define an emergency Contact: Identify the person or group to be contacted in case of an unforeseen event impacting the succession process

Benefits of using this template

Enhanced leadership quality: By methodically preparing for leadership roles, the organization ensures that all potential leaders are well-equipped to take on their new roles
Operational resilience: The template aids in crafting effective succession planning and emergency succession planning processes that safeguard against unexpected vacancies, ensuring that the organization remains resilient in the face of change
Cultural continuity: Through consistent development opportunities and the nurturing of internal talent, the template helps maintain a stable and engaged leadership team that upholds the organization’s values and vision
Streamlined processes: The use of this template can simplify the complex processes of identifying and training future leaders, making it easier for organizations to manage transitions and maintain strategic focus

FAQs

Who is responsible for succession planning?

Succession planning is primarily the responsibility of senior leadership and HR. While HR plays a key role in designing the framework and identifying potential candidates, senior executives, and department heads must be actively involved in selecting and mentoring candidates for critical positions. Ultimately, it’s a collaborative effort that requires input from across the organization to ensure alignment with business goals.

What are the five critical steps of a succession plan?

The five critical steps of a succession plan are:

Identify key roles: Determine which roles are critical to the organization’s success and need a clear succession strategy
Assess talent: Evaluate current employees to identify those with the potential to grow into leadership or key positions
Develop talent: Create development programs for potential successors, focusing on skills gaps and leadership transition—document everything in individual action plans
Monitor progress: Regularly track the professional development and readiness of identified successors through performance reviews, mentorship, and feedback
Test and refine: Test the succession plan by allowing potential successors to take on stretch assignments or leadership roles temporarily, giving them a chance to address business challenges— adjust the plan as needed

How do you create a basic succession plan?

Step 1: Identify critical roles: List the roles essential to the organization’s long-term success
Step 2: Evaluate potential successors: Use performance evaluations, skills assessments, and leadership potential to identify employees who could fill these roles
Step 3: Create development plans: Develop individualized training or career development plans for potential successors to bridge any skills gaps
Step 4: Communicate the plan: Ensure transparency by informing stakeholders (e.g., leadership, HR) about the succession plan
Step 5: Review and update: Continuously monitor and adjust the succession plan to account for changes in personnel, strategy, or business needs

How long should a succession plan take?

A well-thought-out succession plan is an ongoing process rather than a one-time event. While specific timelines may vary based on organizational needs, developing successors for key roles typically takes anywhere from 12 to 36 months, depending on the roles’ complexity and the potential candidates’ experience level. Continuous assessment and adjustment are critical to its success.

Is a succession plan a legal document?

No, a succession plan is not a legal document. A succession plan is primarily a strategic HR and leadership tool designed to ensure business continuity. However, elements of succession planning, such as executive agreements or contracts, could have legal implications. Although the plan itself isn’t legally binding, organizations must consult legal counsel when dealing with contracts, particularly regarding executive transitions, retirement packages, or ownership transfers.

What does a good succession plan look like?

A good succession plan would present the following key features:

Proactive identification of key roles: Clearly outlines which positions are critical to the business
Talent pipeline development: Includes a clear development plan for potential successors, with training and mentorship opportunities
Ongoing review and flexibility: Is regularly updated to reflect changes in the business and personnel and adapts to unexpected challenges
Transparent and collaborative: Involves input from multiple stakeholders, including executives, HR, and potential successors
Diversity and inclusion: Ensures the talent pipeline is diverse and represents various organizational perspectives

What is the most challenging issue in succession planning?

The most challenging issue in succession planning is identifying and developing the right talent. Finding employees who have the potential to take on leadership roles and fit with the company’s long-term strategy is often the hardest part. Other challenges include ensuring diversity in the talent pipeline, managing expectations of high-potential employees, and keeping the plan updated with organizational changes or unexpected vacancies.

What is a good example of succession?

When Satya Nadella succeeded Steve Ballmer as CEO of Microsoft in 2014, the transition was widely seen as a well-executed executive succession plan. Nadella had been with Microsoft for over 20 years, held several leadership positions, and clearly understood the company’s strategy and culture. The board of directors, recognizing his potential and alignment with the company’s vision for the future, developed him for the CEO role over several years. This smooth and well-prepared transition resulted in Microsoft’s continued success and growth under his leadership.

More resources

9 Box Grid Template—to identify high potential employees and future leaders
Leadership Development Plan Template
70-20-10 Employee Development Plan Template
Leadership Competency Framework Template