HANDING OVER THE BATON: PAVRO Planning Successful Volunteer & Volunteer Leader Transitions May 2018 Presented by: Suzanne Clark, Partner
SUCCESS TODAY ❑ Develop a plan for off-boarding and on-boarding key volunteers. ❑ Help your key volunteers set the organization up for transition success when planning their resignation or retirement. ❑ Learn strategies to help your next volunteer leader step in with as smooth a transition as possible.
Overvie iew • Defining Transition & Change • Onboarding & Transition beyond Orientation ➢ What does it look like? ➢ Align, acquire, accommodate, assimilate, accelerate ➢ What is success? • Executive Transition Management (ETM) • Preparing your volunteers to step down • Preparing for the transition – the volunteer director’s role
TRANSITION tran-si-tion / tranˈziSH ( ə )n/ noun; verb Change Handover Passage
Def. Transition (Physics) a change of an atom, nucleus, electron, etc., from one quantum state to another, with emission or absorption of radiation.
Change an event & has a certain date Transition emotional and psychological process that accompanies change
Fear? Excitement? Anxiety?
Onboarding Bridge between selection of the volunteer and their review
OVER TO YOU.... ONBOARDING 1. What does it look like in your organization? 2. Who is responsible? 3. How long does it last? 4. What are the target outcomes? 5. What part of onboarding do you do really well?
Onboarding Process Begins upon acceptance of the job Lasts through the first 90+ days
Studies confirm Onboarding that when a new employee Builds on accepts a engagement position, his or & her engagement reinforces level for that job the employee’s and organization is at its highest decision level.
What Does Transition Look Like? Align Accommodate Accelerate Acquire Assimilate Adapted from Onboarding: How to Get Your New Employees Up to Speed in Half the Time . By George Bradt and Mary Vonnegut, Wiley, 2009
What Does Transition Look Like? Departing Leader Incoming Leader Align Accommodate Accelerate Acquire Assimilate Hired
MOVING IN SAME DIRECTION Slows down Speeds up
What Does Transition Look Like? Departing Leader Incoming Leader Align Accommodate Accelerate Acquire Assimilate Orientation Hired
Orientation Event. Information Dump. 1-way flow of information. 1-size-fits-all. Owned and led by HR function. Focus: logistical & tactical. RESULT: @ end, Employee still new
Onboarding Event. Process. Hire → 90+ days. Information Dump. 2-way flow of information - several channels. 1-way flow of information. Customized based on role. 1-size-fits-all. Facilitated by HR, led by hiring manager + Employee’s Owned and led by HR ownership & active engagement. function. Focus: integrative & strategic. Focus: logistical & tactical. Info in a “just -in- time” model. RESULT: @ end, Employee Allows a “live and learn” experience. is still new RESULT: @ end, Employee is not new
ONBOARDING SUCCESS: Knowledge Feedback is often Relationships the missing link Feedback Informal feedback is often incomplete or missing entirely
What Does Transition Look Like? Align Accommodate Accelerate Acquire Assimilate Setup Hired 6-month Organizational Pre-Start Orientation plan Audit Paired-up Stakeholder Planning Discussions Meeting
EXECUTIVE TRANSITION MANAGEMENT (ETM)
PREPARING TO STEP DOWN ...the ETM way
1. PREPARE PHASE Timeline Communication Responsibilities Reviewing Direction
How frequently will the Director and Volunteer Leader communicate? When will meetings occur? Dir irector & Incomin In ing Who will set the agenda? Volu lunteer What decisions will the Director participate in? Agenda Meeting How and when will the Volunteer’s performance be formally evaluated? How can the Director and new Volunteer Leader share informal two-way feedback throughout the year?
DATE ACTION PERSON(S) NOTES DATE ACTION PERSON(S) RESPONSBILE NOTES RESPONSBILE January 10, 2018 Set remuneration Alan and Search January 19-28, Onboarding plans Alan + Mark + Rachael and finalize offer Committee 2018 finalized & letter beginnings of stakeholder January 10, 2018 Present offer letter Suzanne Benefits summary to be included relationship to Rachael transfer Rachael → Suzanne Suzanne will request that Rachael No later than Rachael accepts January 28-29, Senior Team Mark + Senior Team + Ensure that these January 17, 2018 offer and gives sends a scan/fax of the signed 2018 (?) Retreat Rachael dates/times/location are notice letter provided to Rachael in Once Rachael has Speak with Brad Alan + Suzanne advance accepted offer February 1-2, Transition Alan + Rachael + Mark See suggested meeting No later than New ED Search Committee 2018 (or could be discussion & initial topics below (“Board + ED January 17, 2018 announcements the following onboarding Leadership Agenda drafted week) meeting Meeting”) Alan → Mark No later than Board announces February 5, 2018 Rachael starts work Rachael + Mark + Alan Mark and/or Alan greet January 17, 2018 new hire to Mark Rachael on her first day. February 5 th Continuation of Rachael + Mark See Proposed “First 100 No later than Board announces Alan + Unity Team 2018, onwards transition and Days” plan below (as morning of new hire to onboarding prepared by Mark) January 18, 2018 leadership team, all staff and volunteers February 28, Mark’s last day + Mark + Rachael + Staff + Celebration and send-off 2018 celebration Board January 18, 2018 Organization Alan + Mark + Board Suzanne → Rachael March 5, 2018 Rachael’s 1 month announces new ED + Rachael Suzanne → Alan check-in and send-off Board + Alan → Rachael March – May, Continued celebration for Mark 2018 onboarding and feedback sessions January 19, 2018 Written notice of Search Committee Will need to coordinate with for Rachael new ED published (+ Mark) appropriate staff person to get the May 5, 2018 Board chair Wrap-up of on-boarding and sent to key notice posted on website & social engages with stakeholders media Rachael in 90 day check-in review
DATE ACTION PERSON(S) RESPONSBILE NOTES January 10, 2018 Set remuneration and finalize offer letter Alan and Search Committee January 10, 2018 Present offer letter to Rachael Suzanne Rachael → Suzanne No later than January Rachael accepts offer and gives notice 17, 2018 Once Rachael has Speak with Brad Alan + Suzanne accepted offer No later than January New ED announcements drafted Search Committee 17, 2018 Alan → Mark No later than January Board announces new hire to Mark 17, 2018 No later than morning Board announces new hire to leadership team, all Alan + Staff Team of January 18, 2018 staff and volunteers January 18, 2018 Organization announces new ED and send-off Alan + Mark + Board + Rachael celebration for Mark January 19, 2018 Written notice of new ED published and sent to Search Committee (+ Mark) key stakeholders
DATE ACTION PERSON(S) RESPONSBILE January 19-28, 2018 Onboarding plans finalized & beginnings of Alan + Mark + Rachael stakeholder relationship transfer January 28-29, 2018 (?) Senior Team Retreat Mark + Senior Team + Rachael February 1-2, 2018 (or could Transition discussion & initial onboarding Alan + Rachael + Mark be the following week) meeting February 5, 2018 Rachael starts work Rachael + Mark + Alan February 5 th 2018, onwards Continuation of transition and onboarding Rachael + Mark February 28, 2018 Mark’s last day + celebration Mark + Rachael + Staff + Board Suzanne → Rachael March 5, 2018 Rachael’s 1 month check -in Suzanne → Alan Board + Alan → Rachael March – May, 2018 Continued onboarding and feedback sessions for Rachael May 5, 2018 Board chair engages with Rachael in 90 day check-in review
2. PIVOT PHASE Search Organizational Strengthening
3. THRIVE PHASE Clarity Support Review
• New role → Personal Trainer • Encourage to stick with the plan • Help them focus on positive change & following up • Successor knows that the outgoing leader will do all they can to facilitate their positive change • Remember: the new leader will need to do the work
PREPARING: THE VOLUNTEER DIRECTOR’S ROLE
Preparing for Departure & Transition • Organizational / role audit • Defining the transition process & communications • Support outgoing leader & engage senior team in interim procedures and rules • Prepare for recruitment • Facilitate movement to a new beginning & successor Beginning with the New Volunteer • Onboarding & welcoming • Clear communication and expectations with new leader • Deal with (isolate) legacy issues
PREPARING TO STEP IN
Recommend
More recommend
