Just when you think everything is going well, one of your best employees puts in their resignation notice. As a leader, it’s understandable why the employee has taken a better opportunity but it still doesn’t feel good. Losing a great employee can be emotional and even concerning for you and your team. In instances like this, controlling your reaction can be difficult.

There are many ways you can choose to react to an employee resignation, but here are six steps that are important and can help make the resignation go smoothly for everyone.

Six Steps to Handling an Employee Resignation

1. Establish an End Date.

The usual notice for resigning is two weeks but if the employee plays a large role it could be even more time in advance. Transitions should not take any longer than two weeks and you should not expect the employee to stay longer than they want to. The official end date should be a mutual agreement between the manager and employee.

2. Make a Plan to Break the News.

Resignations can be stressful for everyone. There will be a lot of questions and a lot of responsibility that will need to be covered in their absence. The approach will differ based on the size and structure of the company. The manager and employee should determine together who will communicate the news, when it will be announced and what will be said. The sooner the team is informed, the better. If there are a large number of employees it is best to communicate to everyone at the same time, such as email. There is no better way to raise concern by having rumors linger around the company. Sending a mass message will squash that immediately. Resignations tend to be a larger impact for smaller companies. It may be best for a small company to sit employees down individually or in teams to discuss the news. This gives the opportunity for employees to voice their concerns and come up with a game plan moving forward.

3. Get Organized.

Make sure all of your ducks are in a row before the departure. Review the company’s standard procedures for dissolution. Make sure the employee is aware of their expectations before they leave. Create a check list of everything that will need to be taken care of in the next two weeks. Collect anything that belongs to the company such as a computer, cell phone, office supplies, vehicle, and important files.

4. Begin Transitioning Before The Employee Leaves.

The employee should be asked to write down all of their day-to-day responsibilities. They should also document any projects that are currently in progress, deadlines and contact information for third parties. They begin to delegate their tasks and train in the areas where it is needed.

5. Wish Them Well.

Make sure to take the time to congratulate the employee. It is easy to get caught up in the transition but take the time to celebrate all of the successes they contributed to while working for your company. Be mindful of the type of person the employee is. Some may appreciate a farewell party while others would prefer a smaller gesture.

6. Listen To Their Feedback.

Try to understand their reasons for leaving. There are an abundant amount of reasons a person could be resigning, especially if it was unexpected. It is pertinent that you know the reason. Whether it was for professional advancement, higher compensation, or a better commute, take these reasons in to consideration. Is their reason out of your control or can your company improve? Determine if this is an opportunity for the company to reduce turnover and be more competitive.

Employee resignation can be a hard hit for a manager and company. Stress is inevitable. Staying organized and being proactive by following these six steps will help smooth the process and end the employee time there on a positive note.

Labor Systems is here to help with transitioning these workers. We have been in the staffing agency business for more than 30 years, and take time to understand your needs before matching you with the best employees. If you have an employee resigning, contact us to fill their position! Learn what makes Labor Systems one of the best employment services agency to work with. Contact us today at 855-423-8367.