Unexpected Resignations: From Chaos to Control
An unexpected resignation can throw any business into chaos; the sudden departure of a key team member can leave you feeling overwhelmed and uncertain about how to proceed. And yet, this doesn't have to be an insurmountable obstacle—with the right steps, you can keep your business running smoothly even in the face of this unexpected event.
Below, we'll explore the specific steps for making the transition as stress-free as possible, and the importance of assessing the departure. With this information, you can stay in control and minimize disruption to your business.
Identify the Impact:
The initial step in addressing an unexpected departure is to assess its immediate and long-term impact. Start by identifying the departing employee's responsibilities, projects, and tasks, as well as evaluating how critical their role is to the team and the organization. Understand how their exit affects ongoing projects, team dynamics, and overall productivity. This comprehensive evaluation not only aids in understanding the specific impact but also assists in determining the urgency of finding a replacement and prioritizing the allocation of resources accordingly.
Create a Transition Plan:
After assessing the impact, creating a comprehensive transition plan is the priority. Begin by sitting down with the departing employee to discuss their impending departure and gather vital information—this should include regular day-to-day work and long-term projects. Don’t neglect to address outside contacts (vendors, clients, etc.) who the departing employee works with or is the point of contact for. This structured transition plan should address the who, what, when, where, and how, serving as a crucial document for all team members involved, ensuring alignment and strategic progress during the transition process.
Communicate Effectively:
Transparent communication is key during this period of what some would consider uncertainty. Inform your team promptly about the resignation, ensuring they hear the news directly from you rather than through rumors. Reassure them that their concerns are being addressed and that you're actively working on a solution. Encourage an open dialogue where team members can express their thoughts and concerns. This fosters trust and unity during challenging times—decreasing gossip and office drama.
Assess the Need for Hiring:
Now, it's time to assess whether you need to hire a replacement immediately or if there's an opportunity to restructure responsibilities within your team temporarily. Evaluate your current team's capabilities and capacity. (Download our team capacity check tool here.) Then consider redistributing tasks until a suitable replacement is found. Keep in mind that a rushed hiring decision could result in not hiring the best candidate, so take the time needed to find the right fit for your team. (Read more on recruiting the right people here.)
Pause and Evaluate:
It’s easy to get caught up in the transition plan and urgent needs during a departure, but don’t neglect to take the time to dig deeper into the cause of the situation. There are two over-arching questions to ask when reflecting on an unexpected departure.
This first is—why is the employee leaving?
When an employee is leaving unexpectedly, it's essential to assess the reasons behind their departure to gain insights and address any underlying issues. Encourage the exiting employee to complete an exit survey and interview. (Read more here about exit surveys.)
The second question (and likely more challenging) is—why was this departure unexpected?
The unexpected nature of this departure should encourage a deeper examination of the factors that may have caused you or the employee’s manager to overlook the signs of employee disengagement and their contemplation of alternative job opportunities.
Here are the top two ways to ensure employee disengagement and frustrations don’t go unnoticed:
Open Communication
Does your company culture view feedback as a threat or opportunity for improvement? Is feedback a two-way street? Are employees encouraged to share their opinions? Are managers available and open to hearing employee concerns? When employees don’t have a voice, company leaders will be in the dark when it comes to employee satisfaction.
Consistent One-on-one Check-ins
Team members need to have regular opportunities to discuss with their manager what is going well and what isn’t. This needs to happen more frequently than an annual review. We recommend quarterly. (Read more about why annual reviews fall short here.)
When managers are in touch with their team and able to observe and identify frustrations, employee resignations shouldn’t be a surprise.
Dealing with an unexpected resignation is undoubtedly challenging and how you handle an unexpected resignation is crucial for your team's success. With strategic planning for the future, assessing areas of improvement, and focusing on retention through communication and a supportive culture, your team and business can thrive while navigating these challenges.
Ready to learn more about how to create a transition plan that will cut the chaos of exits? Join us for our upcoming workshop. It’s free. Find the details here.
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