Nov. 23 marks the first anniversary of a car accident that left me hospitalized for the better part of a month. Recovery was slow, but I’m glad to report that I am now almost completely healed.

Upon returning home from the hospital last December, our daughter informed me that paying bills and accomplishing other mundane tasks I normally take care of was made easier by the fact that my files were organized and clearly labeled.  But while walking this morning, I got to thinking about what else I could have done to enable my family to perform those many perfunctory tasks in my absence.

If you’re responsible for your organization’s marketing and communications, I’m guessing you have prepared an operational plan that’s aligned with institutional goals. You also may have an up-to-date crisis communication plan. But what about a current succession plan? How successfully would your team be able to carry on in your absence?

Here are five suggestions to get you started:

• ·         Create a detailed plan that lists what tasks need to be completed, how often, and by whom. Make sure the list includes contact information for individuals outside your organization who may possess information and/or be helpful in completing each task
• ·         Make sure each key member of your organization has access to the plan, not only your subordinates who will be responsible for accomplishing the tasks, but also your superiors so they will know who to contact should they have questions or need assistance with follow-up tasks
• ·         Review the plan with your supervisors to ensure they agree with and are comfortable with the choices you propose.  Seek their input and suggestions on any other tasks that need to be included
• ·         Review your succession plan on a regular basis to ensure that it’s up to date. Both people and responsibilities change frequently and your plan needs to reflect that. If possible, you might want to consider posting the plan in a secure, online shared file which will not only make updating it easier, but also will provide other members of your team with instant, easy access to it
• ·         Make sure your succession plan is specific enough to enable your team to operate in your absence for at least six months. By so doing, it will provide your colleagues enough time to conduct more long-range planning and will keep operations flowing without fear of interruption

Most of us don’t consider the need for succession plans because we believe there will be plenty of time to create one should the need ever arise. But take it from someone who never saw “it” coming: chances are, you’ll never see it coming. Do yourself a favor and create one today.

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