Chapter 17 – Sensitivity around employee exits

Have you received requests where managers have asked you to shorten an employee’s notice period and postpone the exit due to perceived damage to the team’s structure created by an unresponsive existing employee? Have you also heard of employees not adhering to notice period norms and requesting an exit before their commitments to the organisation, putting your client and projects at risk?  This usually happens when employees feel their exit will not be treated with respect; it will open their choice to scrutiny, and they fear losing their reputations and friends in the bargain.

The way employees leave their employment is a crucial aspect of human resource management. Employers must handle employee departures with utmost respect, professionalism, and constructiveness. This approach upholds the organisation’s standing and nurtures positive relationships with departing staff members. It’s a well-known fact that departing employees can potentially damage morale and reputation and even jeopardize ongoing work. However, if the organisational culture is such that employees don’t feel threatened, unwelcome, or ridiculed, they are more likely to respect the company and its management. This, in turn, encourages them to support the exit process constructively, thereby mitigating risks.

 Below are guidelines on how to best handle employee exits in a company:

Come Up with Clear Exit Procedures:

Develop clear policies and procedures that govern the exit process for employees, ensuring the employee experience is given utmost importance while designing the same. Managers need to know these procedures well and follow them consistently.

Conduct Exit Interviews:

Exit interviews are a valuable tool for understanding an employee’s journey and their reasons for leaving. However, it’s equally important to be proactive in employee retention. Stay interviews, a concept gaining popularity, allow managers to evaluate the retention probability of employees every quarter. This collaborative effort with HR helps identify and address any issues or irritants, making the audience feel proactive and in control of employee retention.

Maintain Confidentiality:

Ensure privacy and confidentiality of all information regarding the separation process of exiting employees. Do not brief other employees about why someone left unless necessary for business purposes.

Communicate Effectively:

In such situations, it is key to promptly inform other team members about an employee’s departure. They should also be informed if changes would necessitate redistribution of duties or workflows following the departure.

Handle Administrative Tasks Promptly:

Completing all administrative tasks associated with an employee’s exit is crucial without delay. These include processing paperwork, updating HR records, and returning company property, such as keys and equipment.

Provide Support and Guidance:

Give direction to the outgoing staff member as they leave your company. Details such as COBRA benefits, retirement plans, PF, Gratuity, Medical coverage etc., are helpful here.

Exit Transition Plan:

An exit transition plan may be developed to help minimize disruptions in ongoing projects/operations and ensure a smooth transition of operations responsibility and knowledge transfer within the group or for new individuals joining.

Express Appreciation and Celebrate:

Show appreciation towards the outgoing colleague who has contributed so much to your firm, recognising his/her achievements and thanking for dedication to duty. Give them a farewell party and speak about all the good times if possible. The memories will help the potential employee to continue referring employees and keep the door open for a future return.

Maintain Professionalism:

The organization must preserve its principles throughout the exit process without making any derogatory or negative remarks about a fellow worker, either internally or externally.

Consider Counteroffers (if applicable):

If the leaving employee is instrumental in supporting the company, one may consider giving him/her a counteroffer to retain their services. However, this decision should be made cautiously so that it is consistent with the long-term goals of the company.

Plan for Succession:

Businesses can evaluate whether they need succession planning when an employee exits. They should also identify the person who will lead others in emergencies.

Stay Connected:

Create lasting relationships even after an employee has left the company. This can be effective by networking through professional platforms and keeping doors open for future collaborations or re-hire chances.

By adhering to these best practices, employers can handle employee exits with professionalism, integrity, and empathy, cultivating a good workplace culture while maintaining harmony with employees due to positive intentions.