Scrambling to replace a key leader at the last minute is a nightmare. You face disruptions, rushed decisions, and a flood of uncertainty. And to top it off, without a solid succession planning template, you will be playing defense instead of building a proactive talent pipeline.
That is why we have done the heavy lifting for you. In this guide, you will find plug-and-play succession planning templates to simplify the process and help you identify, develop, and track top talent—before a leadership gap throws everything into chaos.
In A Rush? Download Your Free Succession Planning Template Here!
Use these ready-to-download succession planning templates to build a clear, structured plan for leadership continuity and business stability.
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What Is An HR Succession Planning Template + What It Should Include
An HR succession planning template is a structured tool that helps you identify, evaluate, and prepare employees for leadership roles. This ensures seamless transitions when key positions become vacant. It also streamlines succession strategies, minimizes disruption, and builds a strong talent pipeline.
Here’s what a succession planning template should include:
- Key Roles & Critical Positions: List all roles that require succession planning and prioritize those essential for business continuity.
- Competency & Skills Requirements: Outline the essential competencies and experience needed for each critical role.
- Successor Identification & Evaluation: Identify potential candidates based on performance, leadership potential, and skill gaps.
- Readiness Ratings: Assign scores or levels to indicate how prepared each candidate is for the role.
- Development Plans: Map out individualized learning paths, targeted training programs, mentorship, and coaching initiatives with an individual employee development plan template.
- Performance & Growth Tracking: Use key performance indicators (KPIs) to track progress and measure readiness.
- Emergency Succession Plan: Include backup strategies for unexpected departures.
- Transition Timeline & Action Steps: Set realistic timelines and clear steps for role transitions.
- Board & Leadership Oversight: Define decision-making responsibilities and approval processes.
- Contingency Planning: Prepare for multiple scenarios and add internal promotions and external hires.
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Understanding The Succession Planning Framework + Examples
A succession planning framework prepares the next generation of leaders for critical roles and ensures business continuity. It identifies key positions, assesses internal talent, develops potential successors, and creates a structured transition plan to prevent leadership gaps.
A well-structured framework consists of:
- Objectives: Define leadership continuity goals and talent development priorities.
- Key Roles Identification: Pinpoint mission-critical positions and succession needs.
- Competency Mapping: Outline the required skills and experience for future leaders.
- Talent Assessment: Evaluate current employees for leadership potential.
- Development Plans: Provide mentorship, training, and stretch assignments.
- Transition Strategy: Detail the step-by-step succession planning process for role handovers.
???? Did You Know?
81% of companies use virtual hiring for initial screening.
(Source)
Example 1: Apple’s Leadership Continuity
Apple had a structured succession contingency plan long before Steve Jobs’ eventual resignation due to health issues. Tim Cook was not just chosen as a successor at the last minute—his preparation began years before.
What Apple Did:
- Cook was given high-pressure roles in supply chain management and global operations, which were pivotal for Apple’s product launches.
- He acted as interim CEO multiple times when Jobs took medical leaves, which allowed him to adapt gradually.
- The leadership team ensured knowledge transfer and executive mentoring, so Cook had deep insight into Apple’s vision and internal culture.
The Result:
By the time Jobs resigned, Cook was already making executive decisions, which ensured a smooth transition with minimal operational disruption. Apple’s stock remained stable, and under Cook’s leadership, Apple expanded its product ecosystem.
Example 2: McDonald’s CEO Transition
McDonald’s succession planning strategy was deeply structured and focused on progressive leadership development. When Jim Skinner, the then-CEO, anticipated his retirement, he ensured that Don Thompson, the Chief Operating Officer (COO), was groomed well in advance.
What McDonald’s Did:
- Thompson was given progressively senior leadership roles, including leading global operations.
- He was actively involved in strategy discussions and took on high-stakes projects, which ensured exposure to real decision-making scenarios.
- McDonald’s used structured mentoring and executive coaching to refine his leadership qualities.
The Result:
When Skinner stepped down in 2012, Thompson seamlessly transitioned into the CEO role. This ensured McDonald’s did not experience leadership instability or strategic disruption.
Example 3: Ford Motor Company’s Well-Balanced Internal & External Leadership
Ford’s succession planning combined internal grooming with external hiring to maintain stability while bringing in fresh perspectives. When Alan Mulally stepped down as CEO in 2014, Ford appointed Mark Fields, an internal candidate, as his successor.
However, when Fields struggled to maintain Ford’s competitive edge, the company pivoted to an external leader, Jim Hackett.
What Ford Did:
- Ford groomed Mark Fields internally and had him lead Ford’s transformation initiatives and oversee global markets.
- When performance concerns arose, the company was prepared with an external candidate pool and hired Hackett, who had expertise in business model innovation.
- Ford’s board actively monitored succession risks and acted swiftly when adjustments were needed.
The Result:
While Fields’ tenure was short-lived, Ford’s adaptive approach allowed it to pivot quickly without prolonged instability. The shift to Hackett helped Ford focus on technology-driven innovations like electric vehicles and autonomous driving.
7 Most Common Types Of Succession Planning Templates
Review the 7 most common types of succession planning templates and choose the best one based on your organization’s structure, industry, and leadership pipeline.
1. Simple Succession Planning Template
This is the most straightforward template for businesses that need a basic roadmap for leadership transitions. It helps document key roles and potential successors with minimal complexity.
Best For: Small businesses, startups, and companies new to succession planning.
What It Includes:
- Key leadership roles
- List of potential successors
- Readiness rating (low, medium, high)
- Development opportunities and action plan
2. 9-Box Grid Succession Template
This widely used talent assessment tool maps employees based on performance and leadership potential. It helps HR teams prioritize development goals and efforts for future leaders.
Best For: Medium to large companies that want a structured approach to talent evaluation.
What It Includes:
- Grid-based categorization of employees
- High-potential vs. low-potential comparison
- Leadership readiness assessment
- Employee development strategies
3. Emergency Succession Plan Template
This template is designed for unexpected departures and ensures business continuity when key leaders exit abruptly.
Best For: Companies that want to prepare for unplanned transitions due to sudden resignations, health issues, or crises.
What It Includes:
- Critical role identification
- Interim leadership plan
- Short-term and long-term replacement strategy
- Board approval and communication plan
4. CEO & Executive Succession Planning Template
C-suite transitions require a detailed roadmap and a comprehensive succession plan. The CEO succession planning template outlines a step-by-step plan to develop or hire a new CEO or senior executive.
Best For: Public companies, corporations, and organizations with complex leadership structures.
What It Includes:
- Leadership competency framework
- Internal vs. external talent pool assessment
- Transition timeline
- Stakeholder communication plan
???? Interesting Fact:
76% of recruiters say their biggest challenge is finding top-quality candidates.
(Source)
5. Competency-Based Succession Template
This template matches employees’ skills, knowledge, and leadership competencies to future roles to help identify successors.
Best For: Organizations that focus on skills-based leadership development.
What It Includes:
- Key leadership competencies
- Employee skills assessment
- Leadership training roadmap
- Performance tracking
6. Departmental Succession Planning Template
Instead of focusing on just executive leadership, this template helps plan for role transitions at all levels within a department.
Best For: Companies that need continuity across all functions, not just senior leadership.
What It Includes:
- Department-specific key roles
- Successor identification for each role
- Cross-training and mentorship plans
- Contingency strategy
7. Family Business Succession Planning Template
This template is designed for privately held family businesses, and it ensures a smooth transition for maintaining the company’s legacy.
Best For: Family-owned businesses that want to prepare for generational leadership changes.
What It Includes:
- Family governance and leadership roles
- Successor readiness assessment
- Transition strategy for ownership and management
- Legal and financial considerations
How To Effectively Use A Succession Planning Template (And Not Miss Critical Steps)
Follow these 8 key steps to make the most out of your template.
- Define Critical Roles Upfront: List leadership and key operational roles that would disrupt business continuity if left vacant. Prioritize roles that impact strategy, revenue, or operations.
- Identify Successors With Data, Not Assumptions: Use performance metrics, leadership assessments, and real-world results to shortlist potential successors. Don’t rely on gut feelings or favoritism.
- Map Competencies To Business Needs: Make sure your template includes key competencies tied to business priorities. Identify gaps between current skills and what the role demands in the future.
- Create Individual Development Plans (IDPs): For each successor, outline clear steps for skill-building, mentorship, and leadership exposure. Assign real projects that prepare them for the role.
- Test Readiness With Stretch Assignments: Before a transition, assign temporary leadership responsibilities, cross-functional projects, or acting roles to measure the employee’s readiness and decision-making ability.
- Set Up Emergency & Long-Term Succession Plans: Include plans for both expected and unexpected leadership changes and departures. Have an interim leadership plan and a long-term strategy for seamless transitions.
- Schedule Regular Reviews & Adjustments: Revisit your succession plan regularly—quarterly or biannually—to update successors, track progress, and make sure it matches the overall company strategy.
- Communicate Succession Plans Transparently: Inform key stakeholders, board members, and senior leaders about the succession pipeline. Avoid secrecy—uncertainty can cause disengagement or attrition.
???? Food For Thought
Companies that prioritize diversity are 25% more likely to outperform competitors.
(Source)
5 Succession Planning Best Practices You Should Know
Review these 5 best practices to avoid common mistakes and build a leadership pipeline that works.
- Develop Leaders, Not Just Successors: Don’t train employees for a single role; build well-rounded leaders who can adapt to future business shifts instead. Rotate high-potential employees across functions for a broader experience.
- Use Predictive Analytics To Identify Flight Risks: Don’t wait for a resignation to start succession planning. Track key retention metrics, engagement levels, and performance trends to predict potential turnover and plan ahead.
- Tie Succession Planning To Performance Incentives: Link succession readiness to bonuses and promotions to make leadership development a priority. Reward managers who groom successors, not just hit business targets.
- Pressure-Test Successors With Real Business Crises: A candidate’s true potential emerges under pressure. Give them ownership of high-stakes projects, crisis management scenarios, or decision-making roles before they step into a senior position.
- Create A Shadow Board For Future Executives: Set up a shadow board where high-potential employees work alongside executives to analyze business challenges and offer solutions. This builds strategic thinking skills before formal promotion.
Conclusion
Most companies ignore succession planning until they are stuck with an empty leadership chair. Luckily, you can now create a solid plan that keeps your business running smoothly. Use our simple succession planning template or create a strategy to map successors, fill gaps, and build a strong talent pipeline.
That said, templates alone won’t fix your talent pipeline. You need the right people to make succession planning work. And that’s where Genius steps in. We source A+ talent with a 12-step vetting process and a 6-month talent guarantee so you can say goodbye to rolling the dice on hiring platforms or drowning in unqualified resumes.
Talk to us if you want to build a future-proof team that’s ready for leadership. Zero risk. No upfront fees.
FAQs
How often should I update my succession planning template?
Ideally, review and update your succession plan every 6 to 12 months or whenever significant organizational changes occur, like promotions, retirements, or restructuring.
What’s the difference between a succession plan and a replacement plan?
A succession plan focuses on long-term leadership development and talent pipelines, while a replacement plan is a short-term solution to fill an immediate vacancy.
Can small businesses use a succession planning template?
Yes. Even small businesses benefit from succession planning by identifying critical roles, cross-training employees, and preparing for unexpected leadership gaps.
How do I determine which roles need succession planning?
Focus on positions that are critical to business operations, require specialized skills, or have a significant impact on strategy, revenue, or employee management.
