“What happens if you walk out the door and get hit by a bus?” It is not unusual when dealing with leaders in our coaching conversations when a question similar to this surfaces. There’s usual a bit of chuckling involved and an exchange of humorous comments before we get down to where the client wants to go . . . the serious five-sixths of the iceberg below the surface of the initial discussion. There is a tendency for some leaders (not you of course) to feel infallible and indestructible. This can get in the way of building greater capacity in those who report to us.

The metaphor of ‘the bus’ comes in many forms. If a version of the bus does in fact unexpectantly run over you (note Schultz’s Law: Murphy’s an optimist), then who is able to seamlessly step into your shoes should you find yourself temporarily out of the game . . . on the sidelines as it were? Are you ready my friend for such an event? Quickly filling the leadership pipeline is one of your major responsibilities . . . your organization should not expect less! As an executive coach who works with clients around the world, I have the slight luxury of a broader perspective of organizations . . . both private, public and not-for-profit sectors. In fact, this year to date I have seen three key senior leaders be unexpectedly moved over to the sidelines in their respective organizations. One leader, a Vice President – Operations, recently reflected on just such an experience. They shared just how thankful they were for the executive coaching support that was in service of their ability to see the value of changing their leadership behavior of shifting from a high need for absolute control to that of developing a greater capacity in others to grow, develop and increase their skills and abilities to take on increased accountability and delivery of high quality results . . . not to mention dramatically enhanced levels of professional and personal satisfaction. The value of succession planning for this particular leader has taken on a whole new level of importance, not to mention for the organization. 

Letting go of the reins of control can be exceptionally challenging for any leader, yet the return on the invested time and resources for the leader, key staff, other stakeholders and the organization typically exceeds all expectations when (not if) the inevitable reality of an unplanned highly stressful event occurs and readily takes the leader out of the game.

Should the inevitable surface for you, are you or your organization able to operate at you’re the most effective levels? Are you truly able to successfully step back and confidently address the presenting issue when temporarily sidelined? I would be most interested in hearing your thoughts, your truth, when the bus comes screaming through your world.

“I really don’t like doing it!” claimed Frank, the Senior Vice President, Business Development with a large corporate leader in the energy business. “Doing what?” I asked. “Control. I hate finding myself in the position to have to control my direct reports. It just doesn’t feel right.”

“So what do you want to do?” was my response. “There must be some other way!” Frank said in frustration (always a green light for my executive coaching). “Do you remember when we talked about the four key components of management a few weeks ago?” I inquired. “Yeah, I do” stated Frank. “So what were they?” I followed up.

“Well, if I can remember the first was good old planning. Then, I believe the next was getting organized around supporting the plan. Oh yeah, next was leading. This is about truly caring and creating the environment for my troops so that they become more motivated to make it all successfully happen, thus driving up their work effort resulting in high quality performance . The last component was about control. OK, now I remember, it’s about controlling the plan, not my people. I know you really emphasized this last piece when we previously discussed this. Man, I’ve got to really get this into the marrow of my leadership bones. It’s about controlling the plan and motivating my people!”

“Great on you my friend for getting this clear. Around the motivating piece, here’s a small gift that might help you. As I’ve said many times in our past coaching conversations, you can either keep it or throw it in the garbage. I’m never attached to gifts given to you. This particular one has worked well for both myself and many of my executive clients. By the way, I’ve been unable to identify who the author of this is, but here it goes.” 

HEALTHY CARING IS  

I can listen to you without interrupting

Because I am in a working relationship with you, I choose to listen to you and see how my behavior impacts you  

I will not control and manipulate you to get what I want

I will not punish you for saying “no” to me  

I will not fear your rejection. I understand that “no” to me is a “yes” to you. I truly care about you. I want you to take care of yourself  

If you end up leaving our group . . . the organization . . . I will experience definite discomfort and I know that I, we, can still be satisfied here without your valued support 

I will not ask you to give up who you are to be cared by me

Your security, satisfaction and development will be as important to me as my security, satisfaction and development

I will not try to take away your feelings or rob you of them so I can be comfortable

So there you have it dear reader, all of us are continually in choice as to how we relate! So what was the blinding glimpse of the obvious for you, your team, your organization in the above? I would love to hear your thoughts and gain your perspective. Thank you for taking the time to read this.

“Bob, I’m a little shocked!” This is how my executive coaching client, Danny, the Vice-President-Production Operations with a large energy firm in the oil patch responded at the beginning of our conversation when asked, “How are things back at the ranch?” He went on to explain that when he had been nudged by their Human Resource function to get a sense of forecasted turnover over the next few years through retirements, attrition, etc., his people had collectively come to the conclusion that 70% of the staff in Danny’s division would turn over in the next 3 years. “Well, what are you planning to do to prevent the potential adverse consequences?”, I asked.

In response, Danny stated, “We clearly have to start identifying successors to the key Production Operations leadership positions, and in parallel with this identify and accelerate the development of High Potentials.” “What are your other glimpses of the obvious?” I asked him. “That’s a darn good question. I guess we’ve got to review other critical roles and specifically any flight risk staff!” 

“What generally would be the outcomes you and your leadership team would likely look for by doing this?” I asked again. He quickly responded with increased energy, “Well for one, identify key talent at the senior levels of our division, get a solid sense of our bench strength, get those we identify to be clear on their needed development activities, and agree with our senior team as to what exactly the key succession management metrics should  be!”. Danny had quickly created excellent strategic direction around this challenge that’s common to most private and public sector organizations.

When asked, “What’s really driving all of this?”, Danny said “That’s another great question. We’re anticipating continued strong growth once the economy gets back on its feet and obviously anticipating turnover of our key people. The increased challenge of filling these key roles along with our questionable current bench strength and readiness to backfill are clearly wanting, as well as our lack of being able to identify HiPo’s right now and having them ready to step into senior leadership roles when we need them to surface. I think these are the real concerns here.”

“How do you feel about all of this?” I asked. “Quite frankly, I’m disappointed, mad as hell for allowing ourselves to get into this position, and I’m damned anxious about what might happen if we don’t get on top of it . . . and yesterday! It’s now one of our top priorities!”

“So, what do you want to do about it?” I asked him. “Well, it’s clear that we’re engineering experts and not Human Resource experts so we’ll need to get together with HR and soon. I’ll put this at the top of the list at our next Production Ops executive leadership team meeting this coming Tuesday.”

“If you thought you knew what needed to be done in terms of the overall process for moving this forward quickly, what might that be?” Being the quick thinker he naturally is, Danny stated, “OK, do you just make these questions up? Well first, I would think that we need to scope out what actually needs to be identified through our succession management initiative. Second, we would no doubt have to assess and review our current engineering talent for levels of performance and potential. Third, we’d obviously have to start figuring out what key leadership and individual-contributor engineering roles need to be replaced and when. Last, I’m thinking it’s about making sure we have a top notch development action planning process in place that can be quickly designed and implemented. Does that make sense?”. “More importantly, does it make sense to you?” I responded. “You know, it does. Thanks.”, said Danny.

“So what’ll your next steps be given what you’ve said so far?” I asked him. “Again, the questions Uncle Bob!”, Danny said jokingly. “Well let me see. I’m thinking we start right away by initiating a succession planning meeting between us and HR early next month to agree on role expectations, determine critical roles in the Production Operations division, identify high impact engineer flight risks and begin a talent review to develop a list of HiPo’s.” “Then what?”, I asked. “OK”, Danny said, “Later in the month, we’ll make sure we have a talent replacement plan in place. In the following month we can shoot for having a development plan nailed down, and the month after that have our succession metrics in place with a solid progress plan established. Yeah, that’s sounds like it would do it.” 

Lastly I asked Danny, “So how will we know you’ve done what you’ve said?” “Again, with the questions!” he responded tongue in cheek. “I’ll send you a one page copy of our general plan for making this happen with target dates. I’ll send you an email once I believe each of the key milestones have been achieved. We can also carve out a small portion of some of our future executive coaching calls for us to discuss what’s happening. Will that work?” “It’s sounds like a plan my friend.” said I.

What insights in the foregoing were there for you? What one word captures your reaction? How do you feel about the subject of talent management and succession planning. What do you want to do with it? I would love to receive any gems this may have conjured up for you. For those interested, a wonderful book on this subject is ‘The Leadership Pipeline: How to Build the Leadership Powered Company’, by Ram Charan, Stephen Drotter and James Noel. Take care and have a great day!

“Listen, I feel confident about most things, but terminating some of my staffs’ employment isn’t really one of them. I don’t want to be one of those managers that simply say, ‘nice tie, you’re fired’!” said Frank, a senior operations vice-president I’ve been coaching. “Given the white-water economy we’re faced with, some serious people decisions have to be made around here, that will probably include cutting some people loose. Again, I really don’t want to do this. However, I’d like to make sure I don’t make any major errors when the rubber hits the ground.” Frank and I agreed that letting people go is more common than not these days and this action needs to be managed competently and with compassion for both the organization and those folks who will be departing.

“So, what would be some key payoffs of your handling these employment terminations well?” I asked Frank. Being a relatively quiet individual by nature, he took some time to think about it before he responded. The following benefits surfaced during our coaching discussion: 

• reduced trauma and the adverse impact of the event to the individuals affected
• avoid some serious downsides when thoughtfully providing the difficult news and hopefully maintain healthy relationships following the event
• minimized potential problems for the organization itself in terms of a well handled meeting, sending a positive message to those remaining, and avoiding unintended comments
• Being in service of the departing employees getting a positive jump start toward landing on their feet as quickly as practical with their job search campaigns

Based on the foregoing, Frank and I further coached around what some of the logical key steps might be when engaging in the process. These included:

DECOMPRESSION: choose an appropriate time and a neutral setting for the termination meeting (not in his office)

SET THE CONTEXT: authentically and briefly express genuine concern for the organization’s current situation and future prospects 

GET TO THE POINT: state the departure very quickly, clearly and succinctly.

TERMINATION PACKAGE AND SUPPORT: explain the termination package, including benefits coverage and any career transition coaching support being made available, and offering to support the individual wherever practical.

DOCUMENTATION: ensuring a letter outlining the specifics of the termination package, including a release document, be given to the individual so that they can study the letter and package later when the dust starts to settle. “ LASER LISTEN: Allow time for the individual to react and raise questions of clarification, yet being clear the decision has been made and is final

COMPASSION AND SUPPORT: offer moral support, but not in terms of reversing the decision that has been made.

TERMINATION TRANSITION: following thorough pre-planning, discuss the specific details concerning the individual’s transition out of the organization.

CAREER TRANSITION COACH: introduce the separating individual to the assigned R. W. BENWICK ASSOCIATES career transition coach or internal Human Resource Management specialist. Meeting Length: total meeting time to be kept to 10 to 15 minutes max! A longer meeting could very well deteriorate, and end up creating unnecessary concerns.

AFTER THE MEETING: once the departed individual has worked with their R. W. BENWICK ASSOCIATES coach and prepared for their employment search they may want to meet with Frank for some information, advice or suggestions relative to their job search campaign, or they may want to approach him to provide a reference. Here, the R. W. BENWICK ASSOCIATES coach can help to smoothly facilitate the terminated employee to move forward quickly and reduce any related discomfort experienced by Frank.

Frank felt quite confidant at the end of our coaching meeting on the topic and now knew where he needed to spend more time deepening his understanding, planning, organizing and preparing to handle this difficult task thoughtfully and compassionately. 

What else do you think Frank needs to consider? Other potential problems? What else might he do to prevent these or to minimize any adverse consequences should they arise? Your thoughts and feelings around the foregoing would be most appreciated.

Recently I had the opportunity to lunch and celebrate the New Year with a former professor of mine, Marilyn Hamilton, whom I met while doing my graduate work. I have  enormous respect for Marilyn and realized I was absolutely pumped following our lunch together. She has become a very special person in my life and a valued ‘advisor’.

Following two years of hard work Marilyn recently completed and published an intriguing book! She enthusiastically shared her exciting research encompassing a ‘whole system view’ of creating productive cities that had enormous potential for addressing the diverse needs of the today’s diverse populations. The result was publication of an exceptionally worthy and forward thinking book entitled ‘Integral Cities, Evolutionary Intelligences for the Human Hive’ . Powerfully aligned with the field of urban studies, Marilyn mentioned, “It’s been extremely interesting to hear the many unsolicited and exciting responses to my book and how its application and meaning have actually extended far beyond what my intent had initially been” (listen Marilyn.)

I’ve read with delight an interview that Marilyn had engaged in while promoting her book. It was obvious from the content of the interview that the application of her model was totally applicable to a diversity of today’s public and private sector organizations. Using two of her favorite expressions, Marilyn and I engaged in our rich conversation around conformity enforcers and diversity generators. What great terms! She had been able to capture the blinding glimpse of the obvious around how readily the bee community and their various roles truly show up in all organizations.

Marilyn made note of the fact that the energy of conformity enforcers, that she claims make up 90 % of a hive community, quickly diminishes over the course of each season as the bees gather resources from the same flower patch. She explained that the inner judges of a hive, measure the return and withhold and/or reallocate limited and precious fuel as pollen amounts decrease. Adjusting the budget mid-stream so to speak? She went on to explain that as the conformity enforcers eventually accept the need to change, they make the necessary shift to new resources and adjust to the new findings of the diversity generators….a new flower patch. The outcome for the hive……. new found energy!  The roles of both the conformity enforcers and diversity generators are vital to the survival of the hive….and to any business community for that matter!  Presto, explaining the behavior of many an organization in today’s world of white water change and transition.

I’ve found the ‘hive’ metaphor an exciting prism to view organizational leadership from with huge possibilities for further exploration and study. Clearly, bees must be doing something right to coexist in a container the size of my shoulder bag and yet readily adapt to change!

How readily do the conformity enforcers in your organization embrace the work of your diversity generators? How critical in today’s world is the role of diversity generators who hold enormous potential for revitalizing the energy of others in each and every organization trying to survive and prosper? I would love to hear your thoughts and feelings. Go for it!