A group of people sit around a conference table while a white haired woman in a jacket gestures to a presentation board.Succession planning is a hot topic right now, and it’s not surprising. According to ICMA, local governments are experiencing “peak 65” this year. Last month’s ClerkBase newsletter auto-responders of “I’ve retired!” also seem unusually high. In some cases, municipal clerks are also the HR department in their agency. Even if that’s not the case for you, municipal clerks are uniquely poised to help with succession planning:

1. Preserve Institutional Knowledge

As the keepers of vital records, policies, and procedures, your ability to maintain and organize this information is essential for continuity. Clerkscan:

  • Create comprehensive procedure manuals and handbooks for your role.

  • Digitize records to ensure accessibility for future staff.

  • Implement knowledge-sharing practices, such as mentoring or shadowing programs, to transfer expertise before retirement or role changes.

2. Identify Key Roles and Skills

Clerks often have a deep understanding of your municipality’s operational needs. You may help identify positions that are critical to the organization’s success—such as administrative roles, department heads, or technical specialists—and determine the skills required for these roles. By collaborating with HR teams or leadership, you can:

  • Highlight gaps in skills that need addressing through training.

  • Pinpoint potential successors within the organization who show promise.

3. Advocate for Staff Development

Succession planning thrives on employee growth. Clerks can champion professional development opportunities that prepare staff for future leadership roles. This includes:

  • Encouraging participation in municipal-specific training programs like certifications or workshops.

  • Supporting cross-training initiatives to broaden employees’ understanding of various departments.

  • Promoting mentorship programs that pair experienced staff with emerging leaders.

4. Plan for Emergencies

Succession planning isn’t just about retirements; it’s about being prepared for unexpected vacancies due to illness, resignations, or other disruptions. You can help develop contingency plans by:

  • Maintaining updated lists of ongoing priorities and initiatives.

  • Ensuring critical documents and processes are stored in accessible formats.

  • Facilitating a culture of shared information so no one person holds all the knowledge.

5. Foster Collaboration Across Departments

Municipal clerks work closely with various departments and elected officials, making them natural connectors within local government. By fostering collaboration, clerks can:

  • Encourage interdepartmental knowledge sharing to build a more resilient workforce.

  • Help align succession planning efforts with broader organizational goals like strategic planning and community engagement6.

Final Thoughts

Municipal clerks are more than administrators—you’re strategic partners in succession planning. By preserving institutional knowledge, identifying key roles, advocating for development, and fostering collaboration, you can help ensure your municipality remains strong and adaptable in the face of change. Succession planning isn’t just about preparing for tomorrow; it’s about building a legacy today.

Note: OnBoardGOV provides training for new hires, refreshers if you’ve stepped away from boards and committees and need to brush up, and even an in-depth Build program if you’re starting from the beginning. We’ll be there during transitions, expected or otherwise.