How to build a succession plan for key editorial roles

Succession planning: it’s the topic nobody wants to discuss but everyone absolutely needs to. It’s like the office fire drill of your editorial team—you’re not planning for someone to set the building on fire, but you’ll be glad you know the exit strategy. For magazine and news website publishers, losing a key editor can feel like misplacing your glasses: everything suddenly gets blurry. Here’s how to create a succession plan that ensures a smooth transition when your editorial stars decide to move on to greener pastures (or just need a sabbatical).

Step 1: Accept That No One Stays Forever

First, let’s address the awkward truth: people leave. Maybe they’ll get poached by a competitor, write that novel they’ve been dreaming about, or just decide they’ve had enough of editing comma splices. Whatever the reason, it’s your job to be prepared.

• Recognise Patterns: Pay attention to trends—do senior editors typically leave after three years? Plan accordingly by identifying when team members might be reaching the end of their tenure.
• Stay Positive: A departure doesn’t have to be a disaster. It’s an opportunity to inject fresh talent and ideas into your team while celebrating the legacy of those moving on.
• Plan for the Unexpected: Not all departures come with advance notice. Be prepared for sudden exits by maintaining an up-to-date contingency strategy.

Step 2: Identify Critical Roles

Not every role needs a detailed succession plan, but some are simply too important to wing it. Focus on:

• Senior Editors: These are the architects of your publication’s tone, strategy, and vision—losing one can feel like losing your compass.
• Specialists: Got a tech editor who’s the only one who knows how to explain blockchain? Or a health writer with a Rolodex of top experts? These roles are irreplaceable without foresight.
• Relationship Managers: Editors who maintain key industry contacts, manage partnerships, or work closely with major advertisers are invaluable to your business’s ongoing success.
• Content Strategists: Those behind-the-scenes masterminds who map out your editorial calendar and ensure it aligns with audience interests and trends.

Step 3: Spot Your Rising Stars

Your next superstar might already be on the team. Look for:

• Proactive Problem-Solvers: The ones who don’t just flag issues but come with solutions and implement them without waiting for a green light.
• Multi-Skilled Staff: Writers who dabble in video production, editors who understand SEO intricacies, or team members who master new CMS tools faster than you can say “WordPress.”
• Leadership Potential: Do they mentor junior staff, lead brainstorming sessions, or step up during a crisis? Identify these individuals early and invest in their growth.
• Team Players: People who collaborate seamlessly across departments, bridging gaps and fostering a sense of unity.

Step 4: Create Opportunities for Growth

If you want to groom your successors, you need to give them room to grow. Here’s how:

• Job Shadowing: Let potential successors spend time learning the ropes of senior roles. They should know the day-to-day tasks and also the bigger-picture strategy.
• Skill Development: Offer training in leadership, project management, or specialised editorial skills. Send them to industry conferences or enroll them in professional development courses.
• Stretch Assignments: Give them challenging projects that mimic the responsibilities of the role they might one day fill. Let them spearhead a special feature or oversee a cross-department collaboration.
• Encourage Autonomy: Allow them to make decisions and learn from their successes and mistakes while you’re there to guide them.

Step 5: Document Everything (Seriously, Everything)

Institutional knowledge is priceless, but it’s also alarmingly easy to lose when someone leaves.

• Create a Playbook: Document workflows, contacts, and processes for key roles. Think “How to Be [Name]” manuals, complete with details like editorial policies and tone guidelines.
• Centralise Knowledge: Use tools like Notion, Confluence, or Google Drive to store important information in an easily accessible location.
• Record Best Practices: Encourage team members to record tips, shortcuts, and hard-earned wisdom that will help their successors hit the ground running.
• Update Regularly: A dusty playbook is as useless as an outdated style guide. Schedule regular updates to ensure relevance.

Step 6: Plan for Short-Term Gaps

Sometimes departures happen faster than you can say “Notice Period.” Have a contingency plan in place:

• Interim Leadership: Identify who can step in temporarily while you search for a permanent replacement. This could be an internal team member or a trusted freelancer.
• Freelancer Network: Keep a roster of reliable freelancers who can help fill the content gap. Build relationships with them now, so they’re ready to jump in when needed.
• Prioritise Tasks: Focus on must-publish content and put lower-priority projects on hold until stability is restored. Communicate these priorities clearly to the team.
• Cross-Train Staff: Ensure multiple team members can step into roles temporarily if necessary.

Step 7: Communicate Clearly

Transitions can be bumpy, but clear communication can smooth the ride:

• Announce Early: Let your team know about departures as soon as possible. Transparency builds trust and reduces uncertainty.
• Celebrate Departures: Throw a farewell party or write a glowing send-off email. Highlight their contributions and wish them well.
• Reassure the Team: Highlight the succession plan to show that you’ve got everything under control (even if you’re secretly panicking). Include them in conversations about the future.
• Involve Stakeholders: Keep key stakeholders, like advertisers and long-term collaborators, informed about any changes.

Step 8: Evaluate and Refine

Once the dust has settled, take time to review how the transition went:

• What Worked: Did your interim leader crush it? Was the playbook a lifesaver? Celebrate the wins and learn from the smooth aspects of the process.
• What Didn’t: Identify any hiccups and figure out how to avoid them next time. Did communication fall short? Were certain processes unclear?
• Update Your Plan: Succession planning is a living document, not a one-and-done task. Keep it fresh, relevant, and ready for future needs.
• Get Feedback: Ask team members for their input on how the transition felt from their perspective and implement their suggestions where possible.

Final Thoughts

Building a succession plan for key editorial roles isn’t just about preparing for the worst—it’s about setting your team up for long-term success. By identifying rising stars, documenting processes, and creating growth opportunities, you’ll ensure your publication thrives no matter who’s steering the ship. Remember, planning for the inevitable departure isn’t defeatist; it’s strategic. So, grab your metaphorical fire extinguisher and start planning—future you will thank you.