There can be many reasons for employee resignation. At times, employee resignations can be company/HR initiated. Whichever the case, HR professionals need to prepare and know employee departure procedures to manage transitions as smoothly as possible. This blog post will discuss what to do when your employee quits and how to announce it.
Why does an employee quit? And what to do next? When an employee hands in their notice, you should take the time to meet and discuss the resignation. It is a chance for you to discuss the employee's resignation reason(s) and further plans. Are they departing for a better opportunity? Are they moving locations? Are they resigning to pursue other goals?
If an employee is asked to resign, one of the first questions they ask is, "Will I be replaced?".
This question can be answered in a variety of ways. You should explain to the employee that their replacement has already been identified if they leave for another job. If the employee leaves for personal reasons, such as moving away, you can explain that the position is vacant. It would help if you also clarified that the company would assess the situation and fill the role as quickly as possible.
All employees are affected by the change, but managing employee departure is particularly important. Employees who leave on good terms are likelier to recommend your business to their friends, colleagues, and family and less likely to cause problems.
The following explains the steps to help at the point of employee departure. It outlines how HR should approach the employee resigning, what to say, and handle the release/departure with dignity and professionalism.
When an employee hands in their notice, it is vital that you handle the situation with dignity and professionalism. You may be tempted to ignore the situation and hope the employee doesn't leave, but you must maintain good relationships.
When the employee leaves, you can expect to feel a range of emotions, such as anger or disappointment. Try not to let these emotions affect how you react. You may feel angry, frustrated, or disappointed when you receive notice of employee-leaving. Try to deal with these feelings by understanding them and letting them go.
What is an employee departure announcement?
An employee departure announcement is a professional business statement informing colleagues and customers that an employee is departing from the organization. The memo or email's objective is to notify everybody that the individual no longer works for the firm. Further, it should also contain instructions about managing the released individual's duties and interactions beyond their departure date. The message must include the date of departure, the cause for leaving, and any details concerning a goodbye celebration.
Tips to announce an employee's departure
Here are a few tips on how to manage the departure of an employee:
1. Prepare for the transition
It's essential to start planning the transition. Begin by compiling a list of tasks that need completion before their departure. This list should include things like:
- Filling the employee's role
- Notifying clients or customers
- Assigning new project deadlines
- Updating contact information
2. Communicate with the employee
Keeping the employee informed of what's happening during the transition is essential. Ensure to communicate any procedural changes and requirements that need employee input. Also, answer any questions the employee may have.
3. Manage expectations
Be realistic about all to accomplish in the time remaining. Managing expectations and ensuring that the employee leaves on favorable terms is good.
4. Thank the employee
Be sure to thank the departing employee for their contributions to the company. This may be difficult for them, and they deserve respectful treatment. When an employee resigns, it's kind to let them know they are appreciated. This shows them that their contributions mattered and that you will remember their overtime extensions (if any).
Meet with the employee in person or invite them out to lunch. This can help grease the release. If an employee leaves on bad terms (may range from disgruntled because of policies to a plethora of unpleasant interactions with stakeholders), a simple thank you note may be more appropriate.
5. Be honest and upfront to manage expectations
Perchance, HR asks an employee to resign; the most important thing is to be honest with the employee. Tell them why you asked for their departure and options in the job market. Remain respectful and considerate of the employee's straits.
6. Give the employee time to say goodbye
Make sure the employee has enough time to say goodbye to their colleagues. They may also need time to wrap up any unfinished business.
7. Refer them to a new job
When an employee resigns, they usually want a fresh start. Don't burn bridges. Even if an employment relationship ends, always remain professional. You never know when you may need to reach out to the same employee in the future.
The most helpful recommendation you can make to employees is to offer them a relevant reference. It may help the released secure new employment. On the other hand, when an employee hands in their resignation, ask them if they can refer to a suitable replacement.
8. Give advanced notice
If an employee is being terminated, give the departing employee advanced notice of their impending departure. This will give them time to mentally prepare for the change and tie up any loose ends.
(Profile tasks finished, in the queue, time remaining, deadlines, deliverables, and more details --- the tasks hand-over is their job: be prudent about our work ahead; dependent on another: the replaced or the replacement.).
9. Keep it confidential
Unless the departing employee has permitted it, keep their departure announcement confidential. This includes avoiding sharing details on social media or with other employees.
How do you announce an employee's departure via email?
You could choose a simple or a lengthy descriptive email, depending on the situation, the employee's seniority, involvement range, relevancy to a team or the entire organization, external liaison, and so forth.
A sample email template is below.
Dear team,
In April, Kris Corrigan, Vice President of Human Resources, announced her resignation, effective May 1. Corrigan, with MDU Resources Group since 2010, has decided to accept another position elsewhere. She has provided human resources leadership and oversight to business units across the company and will cease representing MDU Resources Group in the broader community.
We thank her for her service and wish her the best in her future endeavors.
PS. Party @7, Fisherman's Wharf! See you there :)
Best,
Team HR.
Example message announcing an employee's departure
The message should be short and crisp for the team's internal channels, such as Slack.
For example:
1. Today, we are sad to announce that John is leaving our company. John has been a valuable member of our team for the past two years, and we want to thank him for his contributions.
2. John Meyer, VP of clinical services, has been a vital part of our firm since inception but is moving on to a new chapter in his life. We wish him the best of luck!
3. Rebecca Stanguard's last working day at ABZ Corp is tomorrow! We have a small party in the break room for her at 6 pm! Please be there to wish her luck!
FAQs
1. To whom should one send out the email?
You can restrict the audience to the people the departing employee has closely worked with, or if the employee is a noteworthy C-suite member, you could email the entire org.
2. What documentation is needed when an employee resigns?
When an employee hands in their resignation, you can't just sweep it under the rug. HR must document the resignation and should keep the paperwork on file. When it comes time to terminate their employment, you must confirm the employee's resignation date.
3. Should one give the employee a parting gift?
A leaving present is presented to an employee departing on known good terms.
Presents vary between businesses and industries.
Presents do not need to be expensive, but they should be thoughtful.
Presents can strengthen relationships and can help the employee positively remember your business.
In closing, when an employee hands in their resignation, it's important to remember that it's just business. It's not personal. You should handle the situation as professionally as possible and always be respectful.
