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Pass The Flame Ua 09

Iryna Koval
Iryna Koval

The document provides guidance on running an effective leadership transition process. It outlines objectives to have growth in transition implementation and ensure new VPs are qualified. Measures of success include structured transition plans and passing EBs through a structured process. Transition is an ongoing process of knowledge management, not just a few months. Current leaders should already be preparing next year's leaders. The document details key steps and considerations for transition preparation, delivery, feedback, and defines a sample national timeline. The overall message is to critically evaluate experiences, empower and inspire successors, and pass the flame to new leaders.

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Pass The Flame Ua 09
Our objectives - LCs run proper transition process in higher quality than ever before (we have growth in T transition process implementation) - People are not confused and random in running transition but focused and systematic - At the end of transition process there are qualified and competent VPs ready to do their job Measures of success - % of LC's who have structured transition plans and correspond to national flow & check-list - % of EBs 09-10 that that passed through structured transition
Important (!) Transition is not only what is done in, 1 or 2 months after the new EB is elected, but what is done through out the all term in concern of knowledge management!!!! You should have ALREADY started preparing the next year leaders of AIESEC and the transition process!!!
What & Why? Transition is a process through which we assure the transfer of the strategic direction, knowledge, information and experience from the current responsible to the elects building on achievements of predecessors reinventing the wheel starting from the scratch
Main players
Transition Step-by-Step
Steps - Preparation! Its about WHAT and HOW to pass Think about: ELECTS: what and how CURRENTS need to prepare? CURRENTS: what and how ELECTS need to prepare?
1. Setting objectives and critical success outcomes of transition E.g.: New team is familiar with their roles and responsibilities for Q1 period Elects get a full understanding of our success & failures in delivering the Training Development initiative for 08/09
2. Agenda development priority discussions & topic defined While creating the Agenda, keep in mind the following: - Why to address it? - What information related to it do you want to cover? - Who to involve in delivery?
What should be transitioned?
3. Identification of methods for transition While making decision, think about things like environment, mood, atmosphere, creative ways of achieving objectives etc.
4. Defining timelines & responsibilities to manage Transition Put all that you have decided into a timeline. Define methods and responsibilities according to each objective.
Steps - Delivery! Its about actual passing from currents to elects What rules should we remember while delivering Transition?
Critically evaluate It is important to be able to critically look on what were your successes, challenges and what did not work out. You should not be shy to admit that some things were not successful, always identify together the core reasons why something was or was not going well in order to draw key learning points from your year that your successor will benefit from.
Provide picture of your experience only Just the fact that you are experienced on the position does not mean that everything has to be in the exact same way. Always try to describe only your experience but be conscious about the fact that things can go very differently for your successor.
Transfer facts not attitudes Be careful about sentences like this will never work, this does not make sense and this strategy is not for our reality etc. You might be right in certain things but at the same time you might cause a great strategy to be dropped even before the new person starts.
Handover maximum information Try to provide everyone with maximum information. Explain when particular things could be used, where to look for more information, what were the sources you used etc.
Use more questions than statements Lot of times I have heard transition through statements rather than through questions. Some information has to be said but otherwise allow the person to form his own opinion about things through giving him questions and challenging him to find his answers.
Empower & inspire! Spend time to discuss your learnings, the things that stayed in your mind after the year, moments where you have said to yourself that you love what you are doing. Try to move yourself 5 years from now and think about what you will remember
Pass The Flame Ua 09
Steps - Feedback! element present at each stage
National timeline I. T PREPARATION Deadline to make a detail plan of Talent Transition initiative and to 22.01.2009 prepare input to functional transition task-forces. Deadline to held functional task-forces and to collect inputs from local 31.01.2009 VPs Deadline to create National Transition wiki with all supportive 15.02.2009 education materials, timelines & tools. II. T EXECUTION 23.03.2009 Deadline for LCs to select new EBs 23.03 15.04.2009 This period is mainly dedicated for new team, during this time they have to make the internal and external analysis of the LC; get the important information about LC and functional areas 1.05. 15.06.2009 This is the period for the old EB to finalize all the activities, delegate the responsibility to the successors, give feedback at the beginning of the road for the new team; nee EB is mainly occupied with LC plan creation for their term. III. T EVALUATION & KNOWLWDGE MANAGEMENT 15.06 01.07.2008 All GCPs are gathered, evaluation of transition process is done by each LC.
And the last points Maybe you created something unique. Probably you made some mistakes .... Definitely you have had great plans for the future... And no matter what, you certainly learned a lot. So what ever happened, now you have the power To pass your flame!!!

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Pass The Flame Ua 09

  • 2. Our objectives - LCs run proper transition process in higher quality than ever before (we have growth in T transition process implementation) - People are not confused and random in running transition but focused and systematic - At the end of transition process there are qualified and competent VPs ready to do their job Measures of success - % of LC's who have structured transition plans and correspond to national flow & check-list - % of EBs 09-10 that that passed through structured transition
  • 3. Important (!) Transition is not only what is done in, 1 or 2 months after the new EB is elected, but what is done through out the all term in concern of knowledge management!!!! You should have ALREADY started preparing the next year leaders of AIESEC and the transition process!!!
  • 4. What & Why? Transition is a process through which we assure the transfer of the strategic direction, knowledge, information and experience from the current responsible to the elects building on achievements of predecessors reinventing the wheel starting from the scratch
  • 7. Steps - Preparation! Its about WHAT and HOW to pass Think about: ELECTS: what and how CURRENTS need to prepare? CURRENTS: what and how ELECTS need to prepare?
  • 8. 1. Setting objectives and critical success outcomes of transition E.g.: New team is familiar with their roles and responsibilities for Q1 period Elects get a full understanding of our success & failures in delivering the Training Development initiative for 08/09
  • 9. 2. Agenda development priority discussions & topic defined While creating the Agenda, keep in mind the following: - Why to address it? - What information related to it do you want to cover? - Who to involve in delivery?
  • 10. What should be transitioned?
  • 11. 3. Identification of methods for transition While making decision, think about things like environment, mood, atmosphere, creative ways of achieving objectives etc.
  • 12. 4. Defining timelines & responsibilities to manage Transition Put all that you have decided into a timeline. Define methods and responsibilities according to each objective.
  • 13. Steps - Delivery! Its about actual passing from currents to elects What rules should we remember while delivering Transition?
  • 14. Critically evaluate It is important to be able to critically look on what were your successes, challenges and what did not work out. You should not be shy to admit that some things were not successful, always identify together the core reasons why something was or was not going well in order to draw key learning points from your year that your successor will benefit from.
  • 15. Provide picture of your experience only Just the fact that you are experienced on the position does not mean that everything has to be in the exact same way. Always try to describe only your experience but be conscious about the fact that things can go very differently for your successor.
  • 16. Transfer facts not attitudes Be careful about sentences like this will never work, this does not make sense and this strategy is not for our reality etc. You might be right in certain things but at the same time you might cause a great strategy to be dropped even before the new person starts.
  • 17. Handover maximum information Try to provide everyone with maximum information. Explain when particular things could be used, where to look for more information, what were the sources you used etc.
  • 18. Use more questions than statements Lot of times I have heard transition through statements rather than through questions. Some information has to be said but otherwise allow the person to form his own opinion about things through giving him questions and challenging him to find his answers.
  • 19. Empower & inspire! Spend time to discuss your learnings, the things that stayed in your mind after the year, moments where you have said to yourself that you love what you are doing. Try to move yourself 5 years from now and think about what you will remember
  • 21. Steps - Feedback! element present at each stage
  • 22. National timeline I. T PREPARATION Deadline to make a detail plan of Talent Transition initiative and to 22.01.2009 prepare input to functional transition task-forces. Deadline to held functional task-forces and to collect inputs from local 31.01.2009 VPs Deadline to create National Transition wiki with all supportive 15.02.2009 education materials, timelines & tools. II. T EXECUTION 23.03.2009 Deadline for LCs to select new EBs 23.03 15.04.2009 This period is mainly dedicated for new team, during this time they have to make the internal and external analysis of the LC; get the important information about LC and functional areas 1.05. 15.06.2009 This is the period for the old EB to finalize all the activities, delegate the responsibility to the successors, give feedback at the beginning of the road for the new team; nee EB is mainly occupied with LC plan creation for their term. III. T EVALUATION & KNOWLWDGE MANAGEMENT 15.06 01.07.2008 All GCPs are gathered, evaluation of transition process is done by each LC.
  • 23. And the last points Maybe you created something unique. Probably you made some mistakes .... Definitely you have had great plans for the future... And no matter what, you certainly learned a lot. So what ever happened, now you have the power To pass your flame!!!