We’ve all been there. You have an employee whose attitude suddenly ‘changes’, they don’t seem to care about their work, take long lunch breaks, and have gone ‘cold’. Then one day, you see them approach your office looking nervous, clutching an envelope, or in some cases, you receive an email or text out of the blue a resignation. It’s a relief for some employers, but mostly it’s a shock.
Initially, we tend to take it personally: “How could he/she do this?”; “How can they let the business down”; “How am I going to explain this to clients” etc. But really, it’s not personal, it’s business, and primarily if you operate a small business or a small team, it can be hard to accept. Abrupt departures especially are challenging on the psyche. If you have grown to rely on that person, you may feel that they are deserting you. However, here are some tips to help make the transition as smooth and amicable as possible:
It’s vital to understand your company’s HR procedures for handling resignations. In some larger organisations, policy dictates that the moment a person resigns, you cut up their key card, pack their desk, and escort them out of the building. In other organisations, employees will have to work their notice period as stipulated in their contract or award.
The way employees approach their notice period will vary. Some will be unproductive and sour, and others will keep up their stellar work until the very last day, professional to the end. So, I recommend you pay close attention to your employee’s general attitude when they give their resignation. Are they concerned about wrapping up their remaining work, or are they bitter, resentful, and openly complaining about the workplace/situation/colleagues/managers?
Paying attention will help in a couple of ways, firstly it will help you decide how to best announce the departure to the team and clients and whether you need to call a quick meeting to set the tone first or leave it up to them to tell the team. A discussion on how they handle their remaining time with the company is essential, and you need to set clear guidelines from the outset.
The next step is to sit down with the employee and develop a plan, as their idea may differ from yours. It would be best if you work collaboratively, make a list of all their regular duties, current projects, and clients. Make this list as comprehensive as possible as you will need to decide who will take over these responsibilities. It would also help determine who will contact the clients, vendors, and colleagues to inform them about the transition and ensure their professional service will continue. Meet with the employee on their final day to ensure the transition was successful.
Do you know what they know? Before they walk out that door, taking essential information with them, it is best to sit down and evaluate what they know. It may be something as crucial as knowing an old software system that they support some clients with or the level of service they give a particular client. It’s essential to do this as there is nothing worse than finding this out a few weeks after leaving. Passing on knowledge is especially important with staff that has been with you for a long time.
Before you jump the gun and start putting adverts everywhere or calling your favourite recruiter, be sure to evaluate the need for a replacement. Once you have done your knowledge transfer, you will know in detail what this employee does, and you will need to compare this with your team’s current priorities, tasks, and workload. Then you can determine if and when you need to hire a replacement. For instance, you may realise that their workload is so daunting you will need a temp immediately, or in some cases, you may be able to distribute some of the work to other team members until you find a new candidate. Perhaps, you may realise that now is the time to restructure the position.
In any case, it’s a good idea to commence the hiring process sooner rather than later. Within days of receiving the resignation, update the job description, notify your recruiter or HR manager and get ready to start resume reading!
In the end, remember that losing this employee is just business and no matter the circumstances, make sure you both leave on good terms. Always remain professional, don’t emote (especially when you initially hear about their resignation), and wish them well in their new position. Offer to be a referee and encourage them to keep in touch.
Even if their performance wasn’t the best before or during their notice period, there is no need to burn that bridge; you never know when you may cross paths again.
Eva Grabner
Managing Director
Elite Executive Pty Ltd
www.eliteexecutive.com.au
Cairns | Brisbane
Eva has been working in the executive and professional recruitment industry for nearly 15 years. She is a highly professional and driven Managing Director and Principal Recruiter with a wealth of recruitment experience across a multitude of industries. Her previous experience includes executive leadership and senior management-level operational roles throughout the world. What stands out as soon as you meet her is her passion for what she does. She is a proud Cairns local and solo parent to her son, Kai.
