Quick Reference Guide
What Is Succession Planning?
Succession planning is the annual process of identifying, preparing, and transitioning future leaders to ensure continuity and sustainability across HBA components. A strong succession planning process:
- Ensures smooth leadership transitions
- Preserves institutional knowledge
- Identifies and develops future leaders
- Strengthens team effectiveness and volunteer engagement
- Creates a better experience for leaders and members
Annual Timeline at a Glance
| Timing | Activity |
|---|---|
| Year-Round | Identify and mentor potential successors |
| June-August | Review leadership rosters and determine upcoming vacancies |
| End of August | Complete leadership updates and open vacant roles |
| September | Promote and collect applications |
| October | Vet candidates and make appointments |
| November-December | Onboard, train, and transition incoming leaders |
Key Deadline: All upcoming vacant roles should be reviewed and opened for applications by the end of August.
Please refer to How to run a volunteer report for guidance on where and how to pull your leadership roster and Volunteer Management Module (Interim Solution) for instructions on opening new roles and editing terms.
Who Does What?
Volunteer Experience / Engagement Lead
| Executive Committee
| ALL LEADERS
| HBA Central
|
Key Resources
Volunteer Management Module (Interim Solution)
Used to manage leadership terms and open roles for recruitment.
How to Run a Volunteer Report
Explains where to find and how to pull your current volunteer leadership roster via the HBA website.
Leadership Appointments & Terms Policy
Explains leadership term lengths, eligibility, and appointment requirements.
Volunteer Acknowledgement Policies
Outlines expectations and requirements for HBA volunteers.
Need Help? Contact volunteer@hbanet.org
Why Succession Planning Matters
As a volunteer-led organization, HBA relies on strong leaders to ensure continuity of programs, operations, and member experiences.
Without proactive succession planning, leadership vacancies can delay important work, create unnecessary burden on existing volunteers, and make transitions more difficult for incoming leaders.
Succession planning helps ensure that qualified, prepared leaders are ready to step into roles when vacancies occur.
Key Policies to Know
Leadership Terms
- Leadership terms are generally two years in length.
- Volunteers may serve a maximum of two consecutive terms in the same role.
- Leadership terms align to the calendar year.
- Terms end on December 31, with new appointments beginning January 1.
Membership Requirement
All HBA volunteers must maintain active HBA membership throughout their service.
When reviewing leadership rosters, leaders should also verify the membership status of volunteers whose terms are ending or continuing.
Succession Planning Process
Step 1: Review Leadership Rosters
Begin by reviewing your current leadership roster.
During this review:
- Identify leaders whose terms end at the end of the current year
- Confirm leadership records are accurate
- Identify potential vacancies
- Review volunteer membership status
If a volunteer or role is missing from your roster, HBA may not have an official record of that appointment. Those records should be corrected before moving forward.
Step 2: Determine Next Steps
Connect with each leader whose term is ending and determine their plans.
Possible outcomes include:
- Staying for another term (if eligible)
- Moving into another leadership role
- Taking a break from leadership
- Rolling off entirely
The goal is to understand the status of every leadership role before opening applications.
Step 3: Update Leadership Records
Use the Volunteer Management Module to update leadership information.
If a leader is staying on:
- Extend their term by an additional two years
If a leader is rolling off:
- Confirm their term end date is accurate
If a role will be vacant:
- Open the role for applications
If a new role is needed:
- Submit and open the new role through the system
All leadership updates should be completed before the end of August.
Step 4: Recruit Candidates
Once roles are open, begin promoting leadership opportunities.
Effective recruitment strategies include:
- Sharing opportunities through component communications
- Promoting within personal and professional networks
- Personally encouraging qualified candidates to apply
- Highlighting leadership development opportunities
HBA Central will support recruitment efforts through broader organizational promotion.
Step 5: Vet and Select Candidates
During October, review applications and determine appointments.
This may include:
- Reviewing candidate qualifications
- Conducting interviews or conversations
- Evaluating leadership readiness
- Discussing candidates with Executive Committee members
Focus on selecting the candidate best prepared to succeed in the role—not simply the individual with the most tenure.
Step 6: Onboard and Transition
Once appointments are made, begin transition activities immediately.
New leaders should:
- Attend Leadership Institute
- Complete onboarding resources
- Shadow outgoing leaders
- Join planning discussions for the upcoming year
Outgoing leaders should:
- Transfer knowledge and documentation
- Introduce key contacts
- Provide guidance and support
- Help successors understand priorities and expectations
November and December are critical transition months that help ensure leaders are prepared to begin their terms successfully.
Best Practices
Start Early
Succession planning should happen throughout the year, not only when terms are ending.
Focus on Readiness
The best successor is not always the longest-serving volunteer. Consider skills, leadership potential, interest, and readiness.
Ask People Directly
Don't assume someone will volunteer on their own. Many successful HBA leaders became involved because someone personally invited them.
Document Your Work
Leave behind clear processes, timelines, contacts, and insights to help future leaders succeed.
Involve Successors Early
Include incoming leaders in planning discussions and transition activities before their term begins.
Verify Membership Status
Use annual succession planning as an opportunity to ensure all volunteers maintain active HBA membership.
Common Pitfalls to Avoid
- Waiting until the last minute
- Selecting leaders based solely on tenure
- Assuming someone is interested without asking
- Forgetting to update records in the Volunteer Management Module
- Failing to open roles on time
- Not documenting processes and responsibilities
- Providing little or no onboarding support
Final Thoughts
Succession planning is one of the most important investments a leadership team can make in its future success.
By intentionally identifying, developing, and supporting future leaders, components create stronger teams, smoother transitions, and a better volunteer experience for everyone involved.
