Creating a succession plan benefits both your professional development and the business, explains Helen Monument
Have you found your dream job? If you haven’t, chances are you could be looking for opportunities to move on. However much you love your current role, it’s critical that you are also planning for the future. This is where successful succession planning comes in. Even if you have no intentions of moving on yet, creating a succession plan has benefits, not only for the company but also for your own professional development.
Why Do You Need a Succession Plan?
For business continuity
A succession plan ensures that your executive, their team, and the organization are not left scrambling in the event of your departure, whether that be temporary or permanent. It provides clarity on what needs to be done to maintain seamless operations.
For a smooth transition
The work of an Assistant is complex, strategic, and multifaceted. A detailed, well-documented plan means that your successor can step into the role without losing valuable time. They’ll be able to pick up where you left off, reducing the learning curve and minimizing downtime for your executive and their team.
To elevate your role
Creating a succession plan demonstrates that you view your role as essential to the success of your executive and your organization and that you take a professional, long-term, strategic approach to your responsibilities. This level of commitment can elevate how others perceive you and your role. By documenting the complexity of your work, you illustrate the vast scope of your responsibilities, which can increase appreciation for your contributions. This is also an opportunity to ensure that the strategic aspects of your job are recognized, not just the administrative tasks.
For career growth and opportunities
A well-thought-out succession plan could open the door for advancement, enabling you to take on more responsibilities or transition to a higher-level position. It demonstrates that you are ready for growth and willing to prepare the organization for your potential departure. Additionally, training and mentoring a potential successor shows that you’re capable of leadership and knowledge transfer, which can position you as someone ready for a more senior role or added responsibilities, should you wish to stay with the company.
For your executive’s peace of mind
When you present a succession plan, you’re also reassuring your executive that they can rely on you to not leave them unprepared or exposed, which fosters deeper trust in your partnership. It shows that you have the foresight to anticipate future needs, demonstrating both professionalism and loyalty. If your executive moves on, the succession plan can be updated and discussed with their replacement, as it will give an effective overview of your role, showing the support you give them and the contribution you make to their success.
To improve teamwork and collaboration
Training a colleague to replace you can enhance teamwork and create a more collaborative environment as you share your knowledge and expertise. It also means that other team members are better equipped to support your executive during your absence. With a well-thought-out succession plan, your team is better prepared to handle changes and challenges. This level of preparation contributes to the overall resilience and adaptability of your team and the organization. Talk about your plan to other EAs and administrative professionals in your organization, and make sure they have access to it. Encourage them to create their own plan so that the Business Support function in your organization has robust succession processes for each role.
How to Create an Effective Succession Plan
Document your key responsibilities
Start by documenting all your core tasks, responsibilities, and routines in a detailed “EA playbook.” Include everything from managing your executive’s calendar and organizing meetings to preparing reports, event planning, and other tasks you handle regularly. Think of this as a guidebook for the next person stepping into your shoes. Create checklists or step-by-step guides for tasks that occur regularly (daily, weekly, or monthly) to make it easy for someone else to follow your processes.
Identify critical relationships
Make a list of key stakeholders, internal and external to the organization, with whom you regularly interact. This can include senior leadership, team members, external vendors, and important clients. Describe the nature of each relationship and any critical communication protocols – not forgetting the all-important contact details of their EAs. Be sure to include how the executive prefers to communicate with their stakeholders, any nuances in managing these relationships, and key contacts for essential projects or events.
Train a potential successor
If possible, identify a colleague or someone from your department who could be trained to take over some of your tasks if needed. Start with the key tasks well in advance. This could be another administrative professional in your office who is interested in growth opportunities. In addition, provide mentorship and guidance on how to handle the strategic aspects of the role. Help them understand the nuances of working with your executive and how to navigate different challenges.
If you are leaving the company permanently, support HR in their recruitment process so that the right candidates are interviewed, with the correct level of skills to do your job. Introduce the World Administrators Alliance Global Skills Matrix© to determine the level of potential internal and external candidates. Then, when the choice has been made, work in tandem with your successor before you leave, using your succession plan as a road map for a smooth transition. If that is not an option, include comprehensive handover notes that summarize ongoing projects, deadlines, and any upcoming events or tasks that need special attention. Provide insights in your notes that may not be documented in the playbook or emergency plans – especially around managing your executive’s expectations and preferences.
Create an emergency backup plan
Prepare for the unexpected by creating an emergency plan that includes the most critical tasks someone needs to handle immediately. You never know when you may be suddenly absent from work for a time. This might include who to contact for urgent issues, important upcoming meetings, or deadlines that must be met. Be sure to include access details for programs or software that you use. Ensure this backup plan is regularly updated so that it reflects your current priorities and tasks. Make sure that your colleagues, executive, and HR have access to the plan.
Encourage feedback and updates
Once it’s prepared, share your succession plan with your executive or HR and ask for feedback. Are there any areas that should be elaborated on? Is there any new responsibility that’s been added recently? Keep your succession plan as a living document. As your role evolves, make sure the plan evolves with it. It’s important that this document stays relevant and accessible, especially as the needs of the executive or the organization shift over time.
Example Succession Plan
Start by creating a table of contents. This is your framework for everything you need to include. Here is an example:
1. Introduction
- Purpose of the Succession Plan
- Key Stakeholders & Organization Chart
- Emergency Plan
2. Role Overview
- Job Description and Key Responsibilities
- Reporting Structure and Key Relationships
- Core Competencies and Required Skills
3. Executive’s Needs and Expectations
- Understanding the Executive’s Working Style
- Communication Preferences (e.g., frequency, tools)
- Decision-Making Process
- Prioritization Guidelines
- Travel Preferences
- The Leadership Team
- Recurring Meetings
- External/Industry Memberships
4. Key Objectives and Milestones
- Short-Term (30-60-90 days) Objectives
- Long-Term (6-12 months) Goals
- Key Performance Indicators
5. Projects
- Current Projects
- Future Projects
6. Tools and Resources
- Software and Tools (e.g., calendar management, project tracking)
- Standard Operating Procedures (SOPs)
- Templates and Checklists (e.g., travel itinerary, meeting agendas)
7. Time Management and Prioritization Strategies
- Daily, Weekly, and Monthly Routines
- Task Management Techniques
- Calendar and Scheduling Best Practices
8. Communication and Stakeholder Engagement
- Effective Communication with the Executive
- Stakeholder Engagement and Collaboration
- Navigating Internal and External Relationships
9. Problem-Solving and Decision-Making Frameworks
- Handling Emergencies and Urgent Requests
- Decision-Making Autonomy and Boundaries
10. Professional Development Plans
- Skill Development Opportunities
- Networking and Mentorship
- Career Growth and Advancement
11. Feedback and Performance Evaluation
- Regular Check-Ins with the Executive
- Self-Assessment Tools
- Continuous Improvement Plan
12. Challenges & Strategies
- Workload Conflict Resolution
- Strategies for Managing Stress and Burnout
- Boundary Setting and Assertiveness
13. Knowledge Transfer
- Documentation of Key Processes
- Templates & Checklists
- Handover Plan for Time Off or Role Transition
Successful succession planning is not simply about preparing for the “what-ifs.” It’s a forward-thinking approach that demonstrates your professionalism, ensures smooth business operations, and enhances the trust and partnership between you and your executive. For your executive, it provides a sense of security knowing that their operations will continue seamlessly. For you, it’s an opportunity to reflect on your role’s value, take ownership of your responsibilities, and set the stage for future growth.
