When an individual takes on a new job position, it often implies that someone else has exited from that role. As individuals progress along their professional journeys, they may eventually opt to depart from their current positions to seek new opportunities that align better with their career aspirations. Alternatively, personal changes may need to be made for less favorable reasons, such as issues concerning performance or behavior.
Regardless of the reasons prompting an employee’s departure, there exists a possibility that it could result in significant disruption to the work environment if not handled appropriately. Once an employee has provided notice and submitted their formal letter of resignation, it falls upon managers to assume a pivotal role in managing the process.
So here are the steps to follow to reduce the negative impacts of employee departures:
4 Steps Of Managing Employee Departures
- Put it in mind that Offboarding is still part of the process:
Companies frequently worry about the employment and recruiting procedures they use. It takes work to find the best job prospects, and the hiring procedure itself needs to be reviewed and refined often to keep up with the demands of the labor market. Offboarding is the term used to describe the process of properly handling an employee’s departure. Onboarding is the process of greeting new hires.Although it may seem counterproductive, part of the recruiting and hiring process is also offering assistance to staff members who decide to leave a company. This is so since your staff members are your company’s greatest brand advocates. It would be ideal to make sure they feel supported even when they transition into a new position because they will still be able to speak to your workplace culture and atmosphere. Positive word-of-mouth generated from this will help a company build a solid reputation, which is important in luring the best candidates for open positions.
- Put Important Questions Ahead:
Grasping the reasons and driving factors behind a decision is integral to effectively overseeing employee departures. Upon being notified of an employee’s intent to leave their position, it’s imperative to understand the rationale behind their decision. A professional approach to achieve this is by arranging an exit interview—a session involving the departing employee, supervisors, HR managers, and other relevant members of the management team. The objective is to facilitate an honest and open dialogue regarding the employee’s tenure at the company and the motivations behind their decision to pursue opportunities elsewhere.Below are some fundamental inquiries to pose:
· What prompted your decision to depart from the position?
· Did you experience dissatisfaction during your tenure here?
· Were you provided opportunities for career progression?
· Did you encounter any conflicts with supervisors or peers?
· How would you suggest improving the operational aspects of the company?
· Have you been experiencing symptoms of work-induced burnout?
Collecting this data will enable managers to enhance their comprehension of the company’s workflow and work atmosphere, empowering them to pinpoint and enhance areas requiring attention. Implementing modifications to the workplace and adjusting as required fosters a more gratifying work environment and fosters trust among employees.
Furthermore, recruiting, training, and onboarding new staff often incur higher costs and demand more resources compared to retaining current employees. This presents an opportunity to enact workplace changes that bolster retention while effectively handling employee departures. Embracing this mindset ensures the evolution of your corporate culture and the continued ambassadorship of departing employees even post their departure.
- Make Clear Communication
Effective management of employee departures hinges on maintaining transparent communication. Open and honest communication forms the bedrock of trust in the workplace,and the absence of trust can lead to significant adverse effects on both employees and companies.
Clarity in communication is crucial when addressing departing employees and when disseminating this information to other members of the organization. Engage in discussions with the departing employee about how they prefer their departure to be announced, as they might want to share the news personally. Promptly inform colleagues, especially those directly impacted, without undue delay.
Managers and supervisors should always avoid concealing or being deceitful about an employee’s reason for departure. If an employee was dissatisfied or believed they had better prospects elsewhere, this should be communicated transparently. It’s even more detrimental to attempt to shift blame onto other factors or individuals. Ultimately, if an employee is discontented in the workplace, it falls on company leaders’ shoulders, and denying this reality signifies ineffective leadership.
- Manage The Transition Effectively
Successfully managing employee departures involves ensuring a smooth transition. It’s crucial not to take a passive approach but to actively assist the departing employee in wrapping up their tasks while preparing for the onboarding of a new employee.Typically, there’s a notice period after an employee announces their intention to leave, usually around two weeks. During this period, managers should collaborate with the departing employee to meticulously document the status of ongoing tasks and projects. For projects that won’t be finished by the employee’s last day, designate another team member to take over these responsibilities and provide them with the necessary time and resources to do so effectively.
If the departing employee provides ample notice and a suitable job candidate is identified early in the hiring process, there may be an opportunity for them to collaborate for a short duration. This collaboration can facilitate the transition, making the management of employee departures smoother as they can directly train the successor for the role.
Since such arrangements are frequently unfeasible, leaders should handle employee departures by engaging departing employees in the creation of training materials and documentation. This
ensures that when a new individual is hired, they will have comprehensive knowledge and resources readily available.
Bottom Line
Effectively handling employee departures is a significant duty for company leaders. Executing it properly guarantees the ongoing satisfaction of remaining employees and the accurate, efficient completion of work.
SW HR Consulting has been helping companies to build their teams and values for over 10 years. Contact us to find out more about our unique hr outsourcing services and see how our expertise can benefit you.
