The best employees know their value, and in today’s job market, it’s common for young talent to consider exploring their options. Whereas in the past, workers were seen as “stable” and “hardworking” for staying with a company for tens of years, now people worry that they may be missing out on other career opportunities, staying stagnant instead of growing. So when the shining star of your department decides that after several years of stellar work, they’re going to take a different path and leave your company, you may start to panic.
Surely there will be a void within your office that must be filled, and the handover process can be taxing. But keep your chin up and prepare yourself to soldier on – when your best employee quits, it’s both a challenge, and a chance to improve!
Step 1: Ace the Handover Process
In a best case scenario, your employee will give you at least two weeks notice before they move on to the next stage in their professional life. Besides planning their going away party, this is also the time to ensure that they take care of a proper handover. So, set aside a binder (print-out copies are a bit old fashioned, but still useful!) and a computer folder, clearly labeled and accessible to all. Ask your employee to include the following information:
- All usernames, passwords, and other login data for relevant accounts. If the passwords are sensitive and personal, ask your employee to change them ahead of time to something more neutral.
- A list of her daily procedures and tasks – what were the usual activities that kept her busy from day to day?
- Access to all files necessary for his successor and/or teammates… This includes team spreadsheets, documents, websites, etc.
- Information and contact data for all ongoing projects. Don’t forget to include the name, email and phone number for all external liaisons, and perhaps a short summary of the nature of the exchange.
- Future contact information, should there be any questions regarding former processes.
Ideally, all kinds of sensitive and necessary data – logins and access info, procedures, daily tasks, etc – should be recorded and saved while the employee is still working at the company. But this kind of process is easier said than done, and chances are good that this will have to be taken care of now, in the last stages of your colleague’s exit.
Finally, schedule a few meetings for this employee’s team to learn what kind of tasks their coworker is leaving behind. A quick clarification of any questions or misunderstandings will save tons of time and spare your employees a lot of confusion!
Step 2: A Quick and Painless Exit Interview
Some HR professionals believe that an exit interview is a waste of time. However, if you can stick to a professional and useful structure, it can be very helpful in determining the strengths, weaknesses, and needs of the company. While this employee may be leaving for personal reasons – a new baby, change of location, a different industry – they may also have some insight into how you can improve the conditions for all other current employees, and prevent your team from jumping ship. Consider questions like these:
- Were you happy with your compensation here at the company?
- Were there other benefits that may have enticed you to stay – i.e. company car, more training, etc.
- How did you feel about the work culture? Did you feel that our company worked together as a team?
- What changes could you recommend that may improve our company for our other employees?
- Any other parting remarks or suggestions?
But perhaps the most useful question you can ask: what kind of candidate would you look for to replace you? Chances are, your current employee has some interesting ideas for the type of new hire who will be filling their shoes.
Step 3: Finding a Replacement
Using the information gleaned from the exit interview, talk to the remaining team members and get their input, too. Ask what kind of new coworker they think would complement the office, and what types of tasks may need to be completed in the absence of their former colleague. Take this advice to heart when it comes time for the hiring process.
Furthermore, ask these employees to refer and recommend acquaintances who may be able to fill this new vacancy. Finally, if time permits, consider asking your employee who’s leaving to help conduct the interviews. They may be able to spot certain strengths and weaknesses within candiddates that are relevant to this newly open position.
Certainly, it’s never good to lose quality talent. But with every big change, there comes a great opportunity for improvement within your company. Seize this chance to bolster the morale of your team, and keep moving forward! And if you’re looking for great senior candidates, take a look at Experteer – good luck on the search for your next superstar!
