All companies, no matter the size or environment will experience employee turnover, sooner or later. As the business owner you will need to take the news of an employee’s resignation with grace, discover how it will affect your business operations and adjust the course of your business, possibly looking for a replacement. Here is a short guide of the steps you will need to take when an employee quits:
1. Discuss the Situation:
When an employee tells you of their plans to move on, it is important that you take the news well and have a calm discussion on how it will affect their job role. Do not give in to the temptation to make a counteroffer. Listen patiently to how and why they have come to this decision and wish them well.
2. Get a Written Resignation:
Ideally, once an employee resigns, you will be able to maintain an amicable relationship with them but it is best to keep things formal and get a resignation in writing. This will give you a clear indication of when your employee’s notice period begins and avoids any future misunderstandings.
3. Ask them to list their Responsibilities:
While you may own a small company and interact with your employees on a daily basis, you will not have a full picture of the many responsibilities and tasks your employee handles. Ask them to make a document that details what they do and how they do it. They may include any tips, credentials or access codes required for the tasks. This will help you gauge what kind of person to hire as their replacements and help you write a reference letter if you are required or asked to do so.
4. Create a Transition Plan:
Once you are aware of the tasks and responsibilities of your employees, you will be able to figure out if you want to hire a new person or promote from within. In the meantime, you could ask the employee to train another individual in your organization letting them learn the nuances of the task at hand.
If they perform well and are able to include these new tasks in the duties they already perform, you will be able to carry on the running of your business without resorting to hiring. Ensure that this transition process happens gradually and training is not done last minute when your employee is about to leave.
5. Collect all office property:
If you provide your employees with w mobile, laptop, keys or any other form of property, ensure that it is collected and all in order before the final day of their employment. If required change the locks and access codes to sensitive material after they leave your organization. It is essential that you safeguard the interests and security of your business when an employee leaves.
6. Conduct an Exit Interview:
On the last day of the person’s tenure, take the time to speak to them. As individuals who have nothing to lose, they will be able to give you a truthful and accurate account of your workplace culture and employee morale.
Though, it does help to take their feedback with a pinch of caution and only believe and follow up on inputs that you feel will make a positive difference in the running of your organization.
Once you have completed these steps, create a new plan for your organization, look into the possibilities of new recruits and hires, gauge whether hiring two employees instead of one will be better for your company in the long run.