How To Create Succession Plans Inside Microsoft Teams

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Succession planning is one of those priorities that organizations keep meaning to formalize and most don't get to until a key person is already walking out the door.

The problem isn't awareness. It's that most succession processes live in spreadsheets nobody maintains, or in a senior leader's head, which isn't a plan at all.

To build something your team will actually use, you need it where they already work. Below is a step-by-step guide to running your entire succession planning process inside Microsoft Teams with Teamflect. If you'd rather see it in action first, Jump to the video.

What Is Succession Planning?

Succession planning is a framework for identifying and developing internal talent to fill key roles when the need arises. When someone leaves, whether through retirement or an unexpected departure, you won't be caught off guard trying to keep operations on track.

It is also more than a contingency exercise. Done well, it is a proactive strategy that supports long-term growth, builds a culture of continuous development, and strengthens employee engagement. A well-structured succession plan aligns your people with the future needs of your organization before those needs become urgent.

Why Succession Planning Matters for Every Organization

Most organizations recognize succession planning as a priority. Far fewer follow through on it. Gartner research found that only 38% of CHROs are confident they can deliver on succession management goals in 2026 and 72% of HR leaders say they struggle to close successor capability gaps. The process is widely understood. The execution consistently falls short.

The stakes are higher than most organizations acknowledge. According to Harvard Business School's Executive Insights report, David Ager, Senior Fellow for Executive Education at HBS, argues that having a succession strategy is as important as, if not more important than, having a corporate strategy. Yet most succession processes are treated as an HR exercise rather than a business-critical priority, which is precisely why pipelines remain underdeveloped when they are needed most.

SHRM’s research reinforces this: 49% of organizations say succession planning is a top priority, yet most are still building plans reactively rather than maintaining a live pipeline. The organizations that close this gap share one trait — they treat succession planning as an ongoing process, not an annual exercise.

Succession Planning Inside Microsoft Teams

Teamflect is a strong fit for Microsoft Teams users looking to centralize their performance and talent processes. Its Professional plan includes talent management features that make it possible to run a full succession planning process without leaving your workspace.

1. Create Your Succession Plan Through The Chat

Create succession plans inside Microsoft Teams with Teamflect

Teamflect surfaces notifications and data directly in your Teams chat. When you receive a succession planning notification, you can click “Create Succession Plan” and get started right from the conversation.

2. Role Summary and Competencies

Succession planning inside Teams with Teamflect showcasing detailed role summary and competencies.

The first page of your succession plan gives you a full picture of the role you are planning for:

Role summary
Employment type
Role level
Role category
Required competencies

Define and identify competencies for roles

Before selecting candidates, you can review detailed information on each required competency, including:

Competency level, whether experienced or professional.
A description of the competency and what it involves.
Expectations tied to the specific role.
Competency experts within your organization, if assigned.
The weight each competency carries in the succession plan.

3. Select Successors

Easily shortlist and select successor candidates.

At this stage, Teamflect provides AI-driven successor recommendations and lets you:

See who is already on the same career path as the role you are filling.
See who is already a direct report.
Search for a specific person if you have someone in mind.

Once you have your candidates, add them to your successor list.

4. Evaluate Successors

Evaluate Successor with a detailed approach.

With your successor list confirmed, you can assess and rate each candidate against the role’s required competencies. For each successor, you will:

Select a readiness timeline: ready now, in 6 months, or longer.
Rate their competency levels for each required competency.
Add comments and use the AI enhancement feature for more structured, professional evaluations.
Mark a preferred successor from your shortlist.

Once you have evaluated all your candidates, your succession plan is complete. Teamflect centralizes the information you need and keeps it accessible directly inside Microsoft Teams, so your plans don’t end up as a file no one opens.