Succession Planning for Small Teams: Where to Start

In small companies, every role carries weight—and when one key person leaves, the impact can be immediate and wide-reaching. Whether it’s a lead technician, a team supervisor, or a long-standing manager, losing a core team member often means lost knowledge, downtime, and scrambling to fill the gap.

That’s why succession planning isn’t just for large corporations—it’s a critical strategy for small teams, too.

If you’ve been avoiding it or unsure where to start, this post will help you take the first step.

What Is Succession Planning—Really?

Succession planning is about identifying and preparing the people who can step into key roles when the current person leaves—whether that’s due to retirement, promotion, resignation, or unexpected absence.

It’s not only about leadership—it’s also about technical know-how, customer relationships, and daily operations.

Done right, it gives you:

• Business continuity

• Knowledge transfer before it’s too late

• Increased internal mobility and retention

• Confidence during transitions

Why Small Teams Need It Even More

In large companies, losing one person may be inconvenient. In smaller teams, it can be a serious operational risk.

If your office manager retires or your top account coordinator takes another job, do you have someone ready to step in? If not, you’re not alone—but that’s also where your opportunity is.

Where to Start

You don’t need a formal HR department or years of forecasting to build a basic succession plan. Here’s how to get started:

1. Identify Critical Roles

Look beyond titles. Ask yourself:

• Who would be the hardest to replace?

• Who holds specialized knowledge that’s not written down?

• If someone gave notice today, who would it disrupt most?

Start with 2–3 of these key roles. Don’t overcomplicate it.

2. Assess Internal Talent

Look at your existing team. Is there someone who:

• Shows initiative?

• Has the right soft skills or technical base?

• Could grow into the role with the right guidance?

They don’t have to be ready today—they just need potential and interest.

3. Start Small with Cross-Training

Cross-training is the most practical first step. Even if you don’t have a clear successor, get team members comfortable learning from each other. Focus on:

• SOPs and documentation

• Shadowing experienced team members

• Building “if not me, then who” coverage

This alone builds resilience.

4. Talk to Your Team

Succession planning isn’t a secret exercise—it’s a development conversation. Let potential successors know you’re thinking about their future. This not only helps them prepare but also improves retention.

Don’t make promises—just open the door to growth.

5. Document the Plan

It doesn’t need to be fancy. Start with a simple document:

• The role

• Who’s in it now

• What their responsibilities are

• Who could step in next

• What training or support they’d need

Update it once or twice a year.

Common Pitfalls to Avoid

• Waiting too long. Succession planning is easier when you’re not in crisis mode.

• Basing it only on tenure. Years of service doesn't always mean someone is the right fit for leadership or specialized roles.

• Not following through. Identifying successors is step one—supporting their growth is what makes it real.

Succession planning might sound like a luxury for bigger companies, but for small teams, it's a necessity. You can’t afford to lose a key person without a plan.

Start simple. Focus on your most critical roles. Talk to your team. And take the first small step toward building long-term stability.

If you need help identifying key roles or building a plan that fits your team, we’re here to help.