Question 1

What is a succession planning matrix?

Accepted Answer

A succession planning matrix, often based on the 9-box grid model, is a visual tool that maps employees based on their current performance and future potential. It helps organizations identify high-potential successors for key positions, plan talent development, and ensure business continuity when leaders transition out of critical roles.

Question 2

How does the 9-box grid work for succession planning?

Accepted Answer

The 9-box grid plots employees on two axes: current performance (low, moderate, high) and future potential (low, moderate, high). This creates nine categories ranging from 'underperformer with limited potential' to 'star performer with high potential.' Each box has different development and succession planning implications.

Question 3

Who should be included in succession planning?

Accepted Answer

Start with critical roles where a vacancy would significantly impact the business, typically senior leadership, specialized technical roles, and key revenue-driving positions. Then identify 2-3 potential successors for each critical role. Also consider emerging leaders at all levels who show high potential for future leadership roles.

Question 4

How often should the succession planning matrix be updated?

Accepted Answer

Review and update the succession planning matrix at least annually, ideally during or immediately after the annual talent review cycle. Also update it when significant changes occur such as departures, promotions, organizational restructuring, or when new high-potential talent is identified. Quarterly check-ins on development progress are recommended.

Question 5

What is the difference between replacement planning and succession planning?

Accepted Answer

Replacement planning identifies a backup person for a specific role, essentially a one-for-one substitution focused on risk mitigation. Succession planning is more strategic: it develops a pipeline of talent across the organization, builds leadership capabilities over time, and prepares multiple candidates for various future leadership roles.

Question 6

How do you assess potential vs. performance in the 9-box grid?

Accepted Answer

Performance is typically measured through existing review processes, metrics, and goal achievement. Potential is assessed using factors like learning agility, emotional intelligence, leadership behaviors, strategic thinking, ability to handle complexity, drive for results, and adaptability. Use multiple data sources including manager assessments, 360-degree feedback, and assessment tools.

Question 7

What should you do with employees in the low-performance, low-potential box?

Accepted Answer

Employees in this category need a direct conversation about expectations and fit. Options include a performance improvement plan, role reassignment to a better-fitting position, or managed transition out of the organization. Avoid investing significant development resources without evidence of improvement trajectory. Every conversation should be handled with empathy and transparency.

Question 8

How do you keep succession plans confidential?

Accepted Answer

Succession plans should be shared on a need-to-know basis with senior leadership and HR. Development conversations with identified successors should focus on growth opportunities without explicitly revealing they are being groomed for a specific role. Use secure systems for documentation and restrict access to succession planning data.

Succession Planning Matrix Template

Succession Planning Matrix

9-Box Talent Assessment Grid

Critical Role Succession Plan

Critical Role 1

Critical Role 2

Critical Role 3

Successor Readiness Key

Priority Development Actions

Development Plan 1

Development Plan 2

Development Plan 3

Review and Approval

How to Use This Template Effectively

Getting Started

Developing Successors

Maintaining the Plan

Common Mistakes

Related Resources

Related Resources

Frequently Asked Questions

HR by the numbers