It can be hard to know what to do when an employee resigns. Losing a good employee is never easy. Even in the best work environments, things happen, life happens, and people do move on. Whether you see it as good news or bad news, steps should be taken in an effort to make the transition as seamless as possible.
When an employee resigns, no matter what the situation, always approach it from a positive point of view. Take a deep breath and follow these steps:
Wish them well
No matter how inconvenient or sudden the situation might be, it’s important to celebrate what they have accomplished during their time with you. You have likely spent a good deal of time mentoring and nurturing them to the point that they are at right now. The fact that they are moving on (hopefully) to bigger and better things reflects well on you too.
Ask for their help
Find out everything you can about their duties, no matter how big or how small. Some things might be reasonably reassigned to other team members right away. Make sure there are no “proprietary” projects—in essence, essential tasks that only he or she knows how to do. If there are, ask for a detailed written description and/or organize a training session so that others in the organization can learn how to do it as well.
Talk about goals for their notice timeframe
Undoubtedly there will be projects to finish. Spend some one-on-one time with your outgoing employee to get up to speed. Where are they on specific projects? What can be completed before they leave? What can be reassigned to another team member? Plan a full debrief prior to any transition.
Speak with their manager about the workload
Find out from their manager or direct superior what is needed in order to replace the outgoing individual. Understanding the challenges of the workload from a managerial point of view will help you plan for what comes next. For example, if you are losing an employee who did virtually everything in the office and it would take several people to replace them, that would be a good thing to know before they are out the door.
Explain the offboarding process
There will be paperwork to sign and account access will need to be addressed. Depending on your industry or what position is being vacated, you may choose to have them sign a non-disclosure. Any devices or security badges should be collected, expenses processed, accounts closed, benefits reviewed and final paychecks issued. Be sure they understand what is going to happen. If you have security concerns for any reason, call your employment attorney right away.
Complete an exit interview
Exit interviews help you understand why the employee is leaving as well as what was good and bad about their experience working for you. Did they feel well-supported in their position? How was their experience with their manager? What was their motivation for seeking out the new position? What advice would they like to pass along to their replacement?
Above all, don’t take it personally. It’s human nature for us to wonder if we had any part in causing an employee to leave but, having asked the right questions, you should have some good insight on how to move forward. If you would like to learn more about what to do when an employee resigns, reach out today.