One of your subordinates has just announced that he found another job and decided to leave. You did not expect it and are taken aback, because the employee is a key person in your team. The main question you begin to ask is what you should do now. How can you ensure that you will get everything done without overloading the other team members?
Several recommendations on how to handle the situation in the best possible way was described on the Harvard Business Review website. First and foremost, you should get thoroughly familiar with the procedures to deal with employee departures from the legal standpoint and in accordance with your company's rules. Your HR colleagues should help you with both of these matters. They include everything from the period after giving his notice, counteroffers and hiring a new person.
Tame your emotions
Even if you are upset because the employee did not tell you about his plans earlier, try to hold a friendly conversation so that you can maintain good relations in the future. This applies even if he was difficult to work with.
Ask for reasons
Try to find out why the employee decided to leave. Very often you will learn that you can't have influenced the decision. Sometimes, however, you can discover causes you were not aware of and act accordingly. For example, when an employee needs more time to care of a long-term sick family member, you can offer him a more flexible work schedule or the possibility to work from home.
Consider a counteroffer
It depends on how important the team member is for you and how much trouble his departure will cause. Counteroffers are, however, often tricky. Even if the employee stays in the end, your confidence in him will be shaken. Read more about counteroffers in our previous article Counteroffers: Yes or no?.
Announce the departure in the best possible way
You can't control how your team members will react. However, you can prepare the way for announcing the departure. There is a big difference in whether you send a mass e-mail or announce the departure to your people personally, for example at a meeting. Remaining silent and letting rumors circulate is the worst possible choice. Managers should let his teams know they are doing everything they can to find an adequate replacement.
Redistribute responsibilities
Take advantage of the time when a key person leaves to talk with the remaining team members about their career plans and possibilities. Ask if there are any responsibilities they would like to try and learn.
Search for a new team member
Ask your HR department to start the selection process in order to fill the position. By doing this, you will give a strong signal to your people that the increased workload will be only temporary. At the same time, ask your people to express their comments and input about what qualities the new colleague should have. If you find internal candidates for the job, take advantage of it and look for a new person to fill a less demanding position.
Say goodbye
Get the entire team together to say goodbye. You do not have to organize a big event, just go for lunch together or meet in the conference room for a while. It is important to thank him for cooperation and wish him success in his future career. And it's important not just for the employee who is leaving, but for everybody. If your people see the team member who is leaving is not worth a goodbye, they may leave you very soon as well.
Think about yourself
A good manager should never be completely surprised when someone from his team wants to leave. You should better understand the needs and interests of your people. Think about what you can do.
-kk-