Succession planning often sounds like something only large corporations need, but in reality, every organisation benefits from thinking ahead about who will step into key roles when people move on. Done well, succession planning isn’t about replacing people, it’s about protecting knowledge, developing staff, and making sure the organisation keeps running smoothly no matter what changes happen.

The biggest mistake organisations make is waiting until someone resigns before thinking about succession. By then, it’s already too late. Early succession planning means identifying critical roles and the skills needed for them long before they become vacant. Managers should regularly ask: If this person left tomorrow, what would we lose, and who could step in?

One of the most important parts of succession planning is knowledge transfer. When people leave, the real loss is often not the person (as brutal as that sounds!) but what they know... processes, contacts, shortcuts, and experience that isn’t written down anywhere. To prevent this, organisations should encourage documentation, process guides, shared folders, and cross-training. Job shadowing and mentoring are also great ways to make sure knowledge is passed on naturally over time rather than in a rushed handover period.

Developing internal staff is another key part of succession planning. This means giving people opportunities to learn new skills, take on small leadership responsibilities, and gain experience in different areas of the organisation. When employees can see a development path, it also improves motivation and retention.

Early succession planning works best when it becomes part of normal workforce planning rather than a one-off exercise. Regular skills reviews, training plans, and career development conversations help build a pipeline of capable people who are ready to step up when needed.

In the end, good succession planning reduces risk, keeps knowledge in the organisation, and ensures that when people leave, it doesn’t create panic, just an opportunity for someone else to grow.

 

PS If you want to stimulate your brain outside of the workplace, check out the Philosopher-in-Residence blog – out fortnightly on Thursdays, courtesy of Make Me A Plan’s Principal Planner, Anna Pascoe. Browse the latest edition ON ALBION - Make Me A Plan