CANADIAN COAST GUARD AUXILIARY - PACIFIC SUCCESSION PLANNING CANADIAN COAST GUARD AUXILIARY - PACIFIC 2010

CANADIAN COAST GUARD AUXILIARY - PACIFIC

SUCCESSION PLANNING


2010


A Succession Plan

• Every company, business, and organisation needs to have a plan in place to ensure a smooth transition, for when someone leaves for whatever reason.

• This plan will allow that organisation to flourish

• The CCGA-P is no different


Developing a Succession Plan


Where to Start

• Identify areas within the station’s volunteers where significant loss of knowledge and skills will be or could be occurring in the near future.

• Identify the “high value” knowledge and skills (coxswains, station leaders, training officers).

• Based on the above criteria, initiate succession planning for those positions.


Identify Staff Levels and SKA’s

• Which functions will remain unchanged?

• What functions may be downsized or

discontinued? Boating safety?

• What functions may need to be expanded?

Deputy Training Officers?



• What functions, if any, will be consolidated?

None?

• Will the projected workload volume increase

or decrease? Increase?

• Will staff levels change? If so, how? Extra

coxswain required?



• What SKA’s are needed to perform the

targeted job functions?

• What extra training is required? RHIOT,

Station Trainers Course, ARTE Course,

SARnav Course?


Forecast Skills and Knowledge Gaps

• List critical knowledge and skill gaps that exist

or will exist due to retirements and potential

turn-over.


Develop a Plan


Develop a Plan

• Station management agrees to replacements

• Approach possible replacements and sound

them out

• Develop a knowledge transfer plan,

communicate, implement and monitor it

• Evaluate the possible replacements progress

and revise as necessary


Knowledge Transfer


Knowledge Transfer

• The process of sharing knowledge between on person and another

• If knowledge has not been absorbed, it has not been transferred


Types of Knowledge: Explicit

• Structured – Data elements that are organized in a particular way for future retrieval; e.g., documents, databases, spreadsheets

• Unstructured – Information not referenced for retrieval; e.g., emails, images, audio or video selections


Types of Knowledge : Tacit

• Knowledge that people carry in their heads.

• It is difficult to assess and access, as most

people are not even aware of what they

possess or how it is of value to others.

• It provides context for ideas, experiences,

people, and places and is not easily captured.


Knowledge Transfer/ Management Strategies 1

• Recommended Practices– Documenting processes– Document library– Manuals for positions– Trail period in position– Shadowing a position – Lessons Learned Debriefing– Mentoring– Structured On-the-Job training


Position Shadowing - What


Position Shadowing - What

• Spending time with someone in their position

to observe and learn about a particular

occupation.


Position Shadowing Tips

• Share a little history of the position

• Talk about the roles & responsibilities

• Describe the personal attributes that match

the position

• Discuss knowledge requirement and skills

required for the position


Structured OJT - What

• Instruction usually involving learning skills or

procedures in a hands-on manner following a

defined process.


Structured OJT - Tips

• Use good performers• Provide training after analysing the job,

breaking into tasks, and develop procedures and aids for teaching

• Describe, Describe & Demonstrate, Trainee Performs, Trainee Describes & Performs, Trainee Practices

• Tell trainee where to go for help and provide follow-up


Leadership Development

Variety of Experiences +

Challenging Assignments +

Ability & Willingness to Learn


Succession Plan Summary

• The succession plan summary shown, is

included only as an illustration of what the

planning involves


SUCCESSION PLAN SUMMARY

ORGANIZATION:_STATION 13____________________

Ready in

3 + Yrs

Ready in

1–3 Yrs

Ready in

< 1 Yr

Open in

3 + Yrs

Open in

1–3 Yrs

Open in

< 1 Yr

Succession Candidate

Names

Position

VulnerabilityIncumbent

NameKey Position

Title

Station Leader

Coxswain

Pugh

Pew

Barney

McGrew

Cuthbert

Dibble

Grubb

XXX

Barney

Wright


Succession Plan Summary

• The succession plan is necessary for a

healthy station, and consideration needs to

take place today, and be regularly reviewed.

• The sudden departure of a coxswain or

station leader can be difficult to overcome,

especially if unplanned.

Documents

CANADIAN COAST GUARD AUXILIARY - PACIFIC SUCCESSION PLANNING CANADIAN COAST GUARD AUXILIARY - PACIFIC 2010