How should you effectively approach an employee who has submitted their resignation notice?
We’ve all been there as managers, right? Dealing with employees who decide to move on because they’re no longer happy with their current job. But how should we best handle it? Let’s chat about it.
First and foremost, it’s essential to recognize that an employee’s decision to leave is often rooted in their dissatisfaction with their current employment situation. So, yes, maybe their goals shifted, or something didn’t go as planned along the way. Maybe they’re just not seeing growth potential, or you weren’t able to build a strong relationship with them.
Regardless of that, usually, employees who submit their resignation start doing the bare minimum, counting down the days until “freedom”. It’s like a universal script. I’ve seen it in every organization I worked.
I’ve also seen managers become outraged when noticing the employee’s performance taking a nosedive. But that’s like being mad at a dog for not meowing. It’s all about how motivation works!
Think about it – would you keep going all out if there’s no reward waiting? And keep in mind that in most places, those appealing incentive plans are out the window as soon as the employee submits their resignation.
The truth is that hardly anyone’s going to be interested in giving their best without a carrot dangling. And that’s not a bad thing, that’s just human nature.
So, what not to do?
Don’t turn into a tyrant and suck every last bit of work out of them. I’ve seen this happen too many times, and I’ve been in the hot seat myself.
Suddenly piling on the work screams “You never mattered!”. This kind of behavior is likely to reduce the chances of rehiring them further down the line. Also, it may negatively impact team performance and decrease your employer value proposition (EVP) – remember that people share their negative experiences with their social group.
Now, let’s touch on what you should do.
1. Initiate a conversation
As soon as an employee gives notice of their resignation, schedule a one-on-one meeting with them. Ask for their feedback on their experience at the company and see if there is anything you can do to change their mind. If they say no, wish them well in their future endeavors and set some expectations for their departure. Let them know that you are still in their corner, even though they are leaving.
2. Address performance concerns
If you notice a dip in their performance, it’s important not to let frustration take over. Schedule a conversation to discuss the situation openly. Start by appreciating their past hard work, and then stress the importance of maintaining a professional attitude moving forward.
Additionally, gently remind them about the potential future need for a recommendation letter, as well as the possibility of working with the same team again. Burning bridges is never a good idea.
Please keep in mind that there will be situations where, despite your best efforts, the employee will decide to take it easy and fall behind with their tasks. It’s important to assess whether their continued presence during the notice period is still beneficial or if it has become a potential liability.
If you have reason to believe that it’s best not to keep the employee on board anymore, it might be a good idea to discuss with them the option of ending your collaboration earlier than planned. Interestingly, in some cases, they might even welcome this idea with enthusiasm.
And remember that ultimately, our goal as managers is to make decisions that are in the best interest of both the employee and the organization.
3. Ensure knowledge transfer
Work hand in hand with the employee to craft a well-thought exit plan. Prioritize granting them sufficient time to wrap up their ongoing tasks. It might also be a good idea to explore the possibility of gradually reallocating some of their responsibilities to their peers.
As a good rule of thumb, your objective should be that by their last day, the employee’s slate of tasks should be completely clear.
4. Notify key stakeholders
Before they go, make sure the right people know about the employee’s departure. Also, designate an alternate point of contact to make sure someone else can step in and save the day if needed.
5. Closure
On their last day, have a cozy chat. Thank them for their hard work and wish them good luck.
In a nutshell, dealing with a departing team member is like handling a delicate soufflé – you wanna be kind, considerate, and not let it collapse. It’s about ending things on a good note, keeping the door open for what comes next.
Icon used: https://storyset.com/illustration/quitting-a-job/pana