Project Failure Files: Neglecting Succession Planning

In Episode 59 of the Project Failure Files weekly webcast, our focus was “No One to Pass the Torch,” in which Sharon and I dive into the often-overlooked issue of succession planning and the severe consequences that can follow when it’s ignored. We try to stress that when key people leave—whether due to promotion, resignation, or burnout—projects can stall if no one is ready to step into their shoes. Succession planning is not just for executives; it’s critical for operational continuity at every level, especially in smaller teams where losing even one contributor can cause serious disruption.

We explore the risks of relying too heavily on individuals with unique institutional knowledge and how a lack of documentation, mentorship, and cross-training can leave teams vulnerable. The episode highlights common pitfalls like knowledge hoarding, leaders avoiding tough conversations, and the absence of formal structures for training backups. Real-world stories emphasize the damage caused by poor handoffs and the value of proactive knowledge sharing and mentorship programs.

To address these challenges, Sharon and I offer strategies like identifying critical roles with a “bus factor” analysis, rotating responsibilities regularly, and formalizing knowledge transfer with living documents or SOPs. We advocate for embedding transition planning into normal operations—through project closeouts, quarterly reviews, and performance goals—to build a culture of resilience. Whether you’re a team leader, contributor, or HR professional, this episode offers practical steps to ensure that when someone moves on, the torch is ready to be passed.

Enjoy the episode!

Be sure to tune in next Monday, October 6th at 9am Pacific for a program update on our weekly series. Hope you can join us on our NEW YouTube channel (please subscribe!), or find us on LinkedIn.