What should you do when an employee quits?

Even if you’re doing a great job at managing a team, some people in your team will inevitably leave at some point. They may resign to seek other career opportunities, go back to school, move to another location, or look after their children or a sick relative. Whatever their reason may be, you must take the following steps so you can amicably part ways with them.

1. Inform the team and other key people about the resignation

After an employee has informed you about their last working day — whether verbal or written — you must let other team members know about the resignation. Otherwise, unsavory rumors about why that employee is quitting may spread, such as the company going bankrupt.

People may also speculate about what will happen next. For example, the remaining team members may worry that they’ll have to take on that employee’s full workload. Such scenarios can cause panic, frustration, and low morale. This is why it’s best that you break the news to the team and answer any questions that they may have regarding the resignation.

You should also keep the company’s support teams in the loop about the resignation so they can make the necessary arrangements. For example, the HR department will have to prepare final documentation, such as nondisclosure agreements, tax documents, and final payroll. The security team will also need to know until when the outgoing employee has regular access to the office.

If the outgoing employee works directly with clients, inform those clients of the turnover process that will ensure they won’t experience any service interruption. If the employee holds a senior position, you may also need to inform relevant parties, such as shareholders who may react negatively if they’re not made aware of key personnel changes.

2. Prepare for handover of tasks

Decide who will take over the outgoing employee’s duties. Will you be transferring them to an existing staff member or a new hire? Will two or more people split those duties? Is the outgoing employee going to be the one to train the replacement/s?

Determine the files, contacts, and other information that the employee must hand over to their replacement. If the employee has an ongoing project, agree on the tasks that they must accomplish before they leave.

3. Hold an exit interview

To help retain your best staff, you must constantly find ways to make your company a great place to work in. Conducting an exit interview is key to organizational improvement since it lets you gather honest feedback about your organization. The outgoing employee can shed light on what they think the organization is doing well and what needs to be improved. You may even discover what you could have done to prevent that employee from leaving if you only knew and/or resolved their issues.

4. Prepare for the farewell

The last thing you want is a former staff who will speak ill of the organization. This is why, when an employee is about to leave, you must aim that they leave on good terms. You can do this by throwing them a farewell party or giving them a farewell gift or greeting card that has been signed by their teammates and other colleagues.

5. Secure all company property and information in that employee’s possession

Prepare a checklist of the items that the outgoing employee needs to surrender, such as:

  • Company ID and uniform
  • Office key or access badge
  • Phone, laptop, and data storage devices
  • Company-owned books and materials

You are entitled to be reimbursed for lost or damaged items, so make sure the employee is aware of what is expected of them and what the implications are should they fail to return any item in good condition.

6. Revoke account access and administrative rights

Disgruntled former staff can pose security risks to the organization. For example, if you overlook that your ex-employee knows your social media passwords, they may lock you out of your accounts. This is why you must make sure to deactivate an outgoing employee’s access and administrative rights to your company’s IT systems and online accounts. Work closely with your IT staff so you can make the necessary changes without accidentally losing contact with the clients and customers who work closely with that employee.

Need help with the IT tasks involved in employee offboarding? You can turn to the tech experts of SpectrumWise. With our help, you’ll have the peace of mind to focus on what really matters — your business. Schedule a FREE consultation today.


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