How to Handle Resignations?

Some relationships don’t last. And when it comes to an end, it is always better for a mutual and hassle-free separation on good terms rather one that involves expensive divorce settlements and drama. The same applies when an employee resigns. Finding a better opportunity, allocating more time to be spent with the children, taking a career break - an employee may have an endless possibility of reasons to quit. Regardless of the reason, the question that needs answering is the same - How to deal with an employee resignation?

Requesting resignation letter

The primary concern is to avoid or at least minimize any likely disruptions in the workflow as a result of the departure. Firstly, request the resigning employee for a resignation letter which states their final date of employment. This protects you from unemployment claims and other charges of impropriety. The notice period should comply with the employment law as well as the company policies.

Ensuring a smooth transition

Secondly, assist the departing employee to invest their full commitment in ensuring a smooth transition and handover process to the assigned replacement(s). Having replacements without a clear idea about the tasks that they are undertaking is both unfair on them and costly to the organization. Training the replacements and introducing the departing employee’s customer contact base (if any) should not be looked past.

Notifying other employees

Thirdly, you would have to notify other employees about the resignation. This could be done in various ways depending on the circumstances and structure of the company. The news could perhaps be shared with those from the same department first, or a quick meeting could be arranged to inform the other employees.

Maintain a good off-boarding process

Lastly, but not any less importantly, handle the departing employee in a professional and good manner. If they happen to be a long serving staff, or someone who gave their genuine best during their employment period at your company, appreciate them. A simple farewell party, or a note signed by the entire team. You could even drop a genuinely positive recommendation on their LinkedIn profile. Remember, a good off-boarding process has many benefits including positive employee referral, rehiring and word of mouth. This works wonders when you intend to hire a replacement.