One of your employees requests a private meeting on Friday afternoon. She announces that she has found another job and is leaving the company before you can even close the door. How do you cover her responsibilities, what should you do once you’ve recovered from the shock, and how do you make sure the rest of your team isn’t overworked when she leaves?
What the Experts Say Leaders face significant challenges when faced with unexpected resignations, particularly those who are not accustomed to doing so. “It’s probably a frustration you haven’t felt in a while,” says Priscilla Claman, president of Career Strategies, a Boston-based consulting firm and a contributor to the HBR Guide to Getting the Right Job. “If you’re a relatively new manager, you might not have ever experienced this before.” Abrupt employee departures are especially hard on the psyche. “You may feel deserted and alone” if you’ve come to really rely on that person, says Anat Lechner, a clinical associate professor of management and organizations at NYU Stern. “You’re left psychologically and practically without a point person. Here are some suggestions to assist you in handling the separation and ensuring a smooth transition.
Understanding the protocol is crucial before handling these circumstances. Your company’s HR procedures should be understood first. According to Claman, some companies have policies requiring that when someone resigns, “you cut their employee ID card in half, call security, and escort them out of the office.” Others require employees to comply with a notice period, usually two weeks, outlined in their employment contract. Although you can always ask the employee to stay longer, Claman advises against expecting flexibility. Two weeks is typical, but if the employee is leaving for an internal position, “there is often some flexibility to negotiate for a slightly longer lead time.” “I’m sure they’ve set a start date at their other company already.” Additionally, she adds, “you need to ask yourself: do I want this person here anymore” when an employee surprises you.
Breathe and try your best to engage in a “warm and friendly conversation about [the person’s] future plans,” Claman advises, even if you’re upset. Once the news is delivered, she says, “mute your inner response of: What? Why? You didn’t tell me!” Maintaining relationships is crucial in the modern workplace because “people come and go over and over again,” the speaker says. You must “figure out what can be salvaged” if your interactions with the employee have been tense and you sense hostility in his departure, or that he can’t wait to go, advises Lechner. It is advised to say something along the lines of, “I appreciate the contributions you’ve made and I understand that you’ve had a difficult time here,” to show your appreciation. Let’s take the high road for the sake of our reputations, both yours and mine. Do the right thing to prevent ill feelings, she continues. ”.
Request an explanation According to Lechner, it’s still crucial to attempt to “understand the why” behind the employee’s choice. “Very often you can do nothing about it,” she acknowledges. Sometimes the person has already made up her mind because she received a better offer. However, there are times when you can learn new facts that “will aid in the development of a remedy.” You might learn that she’s leaving for personal reasons, such as because her spouse has been transferred to a different city or she needs more time to take care of an elderly parent. In these circumstances, you could offer alternatives. She might be able to work from home or take a unpaid leave of absence. Lechner asserts, “You can suggest because the employee might not have considered it before.”
Think about making a counter offer — or not It all depends on “how important this person is to you and how much of a disruption their absence will cause,” says Lechner. But both experts caution that counter offers are often counter-productive. Claman compares it to being about to get divorced and then getting back together. “It’s challenging to fully trust someone once they’ve gone through the thought process of leaving.” She continues, “Retaining a relationship with the departing employee and then “re-hiring them in a year” is a better tactic. “Say: ‘We’ve missed you. And we would love to have you back. ’”.
Work together and communicate While you have no control over how others will react to the news, you can influence how it is communicated. Claman advises working with your departing employee to determine the best way to communicate the departure. Say, “Let’s discuss what you and I are going to say. Be truthful and open when informing other stakeholders of the employee’s departure, advises Lechner. “Does the employee prefer to tell others one-on-one? Would you, the boss, like to make an announcement at an interdepartmental meeting? Should the news circulate via email? She says to be clear about the situation and reassure them that “you are working hard to find a suitable replacement and doing your best to make the transition as smooth as possible.”
Knowledge transfer Now that you are short-staffed, you must make some difficult decisions about how to divide up the tasks. Recognize that your team will experience a “workload problem” at first and that individuals will probably “feel overburdened,” but also take advantage of the departure to “talk to employees about their careers and opportunities for growth,” advises Claman. “Say, ‘Frank is leaving. I want to talk about what that means for you. Set up an “extensive shadowing mechanism” so that those taking over his responsibilities can learn what they need to during the departing employee’s notice period, suggests Lechner. “Is there something that Frank does that you have an interest in learning or trying?'” Transferring “the sticky knowledge — the things an employee knows that can’t necessarily be shown on an Excel spreadsheet” is the biggest challenge, she continues. In order to do this, you must agree to keep in touch with the person “so you can tap their knowledge by email or phone when problems arise.” ”.
Create an employment strategy Claman advises working with HR to formally post a job opening as soon as possible. This clarifies to your team that this is a temporary situation, she says. Obtain feedback from the workforce regarding the knowledge, expertise, and characteristics that the new hire should possess. Perhaps they are aware of individuals who would fit in well, either inside or outside the company. Or an internal promotion might be in order, says Claman. This might be an opportunity for someone to develop and grow into the position. Lechner also recommends reconsidering your team configuration. In an ideal world, she advises, “you should operate at some level of overcapacity so that you don’t need to panic when you lose an employee.” “This small amount of redundancy doesn’t have to cost you more; consider hiring two part-time employees rather than one full-time employee.” ”.
Throw a party On the worker’s last day, it’s crucial to assemble your team to “thank the person who’s leaving and wish them well,” according to Claman. There is no requirement for a large gathering; “it could be coffee and donuts in the conference room.” ” But the act of celebration is key. “It’s not just about the person who is leaving,” after all, It’s also about the people who are staying,” she says. “You are rewarding those for whom the next few weeks will be difficult.” Lechner continues, “Failing to recognize an employee’s departure and contributions sends a negative message to your team. Employees are a plug-and-play resource, here one day and gone the next, according to the subtext. She continues, “It’s important to humanize the work relationship. ”.
Then, give yourself some time to reflect. According to Claman, good managers should never be “truly surprised” when an employee announces that she is quitting. “As a manager, you must be conscious of the wants and needs of your employees.” You should know what they want to do. And you should be able to spot when someone is bored with her job, has outgrown it, is single, or is going through changes in her life that make resigning more likely, such as a move or a spouse transfer, she adds. If this news did indeed come as a surprise to you, “it is incumbent on you to start having more contact with your team so that you know what they want for their future” and can anticipate or avert these circumstances in the future.
Case Study #1: When it comes to knowledge transfer, be flexible and inventive When Kenneth Jennings, the CEO of Mr. When the owner of Rekey Locksmith, a residential and commercial locksmith service, learned that Louise, his top financial employee, had accepted a new position, his mind began to spin. “You put a lot of trust in your employees, so it’s a bit of a shock when they walk out without much notice,” he says.
He gave Louise his warmest and friendliest congratulations on her new position and inquired as to what made her choose the new business. “I made a few inquiries about what they were providing that we couldn’t Her responses provided me with insights into what I need to do to keep people, so it was somewhat similar to an exit interview. ”.
Julie* informed René that she was quitting the company to pursue her ideal position in the fashion industry. Outwardly, René took the news well. “I didn’t want to react negatively. I congratulated her and enquired as to when her last day would be, she recalls. But the news was a blow. For the eight-person business, Julie was in charge of organizing everything from scheduling travel to producing market reports. René explains that her departure meant that all of the work would fall on his shoulders.
Julie was asked to work during her two-week notice period even though she had previously requested that departing staff members leave right away to avoid harming morale, mainly because she “needed her to keep doing everything she had been doing,” according to Julie. During this time, René made contact with Mary*, a former employee of Charlie Bravo who had left the company a few years prior on good terms. Recently, the two women ran into each other after maintaining a friendship on Facebook. René knew Mary was looking for a new role.
René claims that “She knew our company and she knew our culture.” The day after Julie left, Mary took over her job. “It worked out amazingly well,” says René. “When I was younger, I took resignations personally.” I don’t do that anymore. Maintaining relationships is crucial from a professional perspective because you never know when you’ll need that person. ”.
Why do employees quit without notice?
Employees leave their jobs without giving notice for a variety of reasons, both related to and unrelated to their work and the organization they work for. Here are a few typical reasons why workers leave without giving notice:
Responding to a family commitment
An employee may choose to resign unexpectedly to attend to the needs of a loved one who requires extensive care and attention. An employee may need to abruptly leave their job if their spouse receives a last-minute job offer in a different field to support them in this exciting new opportunity.
Needing to address personal health needs
If an employee discovers they have a medical condition or suffers a physical injury that necessitates extensive therapy treatments, they may be forced to resign at the last minute. In this circumstance, the employee must prioritize their health and is most likely unable to devote the same amount of time and effort to their job.
Receiving another opportunity that requires time to transition
An employee who receives a job offer from another business that requires them to move to a different city or even country will probably need time to prepare for these changes in order to ensure they adapt well. Due to this, they might decide to leave unexpectedly so that they have the time to pursue a new opportunity.
Desiring a new challenge
Sometimes workers need a new challenge or a completely different job to reignite their passion for a particular industry or field of work. In these circumstances, a worker is aware that they are prepared to challenge themselves professionally and that they are unable to do so in their current position. In a similar vein, if there aren’t any internal promotions available at the time, they may decide to look elsewhere.
Wanting a change in work environment
An employee may choose to leave their job suddenly in some circumstances if they want to change the environment in which they work. This might entail switching to a position with a more frantic or laid-back work environment so they can perform at their best. If this occurs, consider it a constructive way to guide your hiring decisions and choose applicants who thrive in your type of workplace.
What does it mean for an employee to quit without notice?
An employee who resigns unexpectedly from their position is referred to as “an employee who quits without notice.” Typically, this means they don’t give two weeks’ notice, but occasionally they might. In either case, the abrupt change to the workplace may surprise you and your coworkers.
What to do when an employee quits without notice
It’s crucial that you implement a few procedures to ensure a smooth and successful transition in your workplace when an employee leaves without giving notice. Here is a list of actions to assist you in handling situations where an employee leaves suddenly:
1. Ask if they can perform an exit interview
Exit interviews provide insightful information about a former employee’s experiences with your business and their reasons for leaving unexpectedly. Send them an email to request an exit interview and give them the option of coming in person, having it over the phone, or responding to questions in an email format. By offering them a variety of options, you demonstrate that you care about their reasons for leaving and raise the likelihood that they will consent to an exit interview.
2. Send out a memo to announce their absence to the company
The announcement of an employee’s departure from the company must also be given top priority so that the rest of your staff has time to get used to the concept. You should adopt a positive tone and wish the person luck in their future endeavors in this memo. Then, be certain to sketch out a fundamental strategy for the ensuing days or weeks until you can find a replacement.
3. Meet with the coworkers directly affected by their absence to redistribute responsibilities
It’s crucial that you support the remaining coworkers of the former employee while you search for and properly train a replacement. This lessens their anxiety caused by the personnel change and reorganization at work. Ask them about their areas of strength and current responsibilities when redistributing work. This can assist you in redistributing work fairly and to the appropriate people.
4. Develop a job description to post on multiple job listing sites
Because your employee left without providing you with a notice period, you must quickly create a job description and post it to numerous job boards. By doing this, you can find a replacement quickly and cut down on the amount of time employees have to perform additional tasks.
5. Consider internal promotions for the role
Along with looking for external replacements, you might also take into account promoting some of your current staff members. This is an excellent way to draw attention to internal promotion opportunities and gives you the chance to delegate duties to someone who is already familiar with the business and the position.
6. Work closely with HR and accounting to determine payroll and benefit details
You must finish final payroll tasks after an employee leaves unexpectedly and decide how to distribute insurance and other benefits in accordance with applicable state and federal laws. Work closely with the HR and accounting staff to ensure you complete this task correctly.
7. Communicate with the former employee about when theyll receive their last paycheck
If you’re in between payroll periods, a former employee may still be owed some money even though they abruptly left. Make sure you tell them when they can anticipate receiving their last paycheck in this situation. They may no longer be on the payroll, so depending on your payroll system, you may need to send a paper check.
8. Maintain open communication with employees about hiring decisions
When you need to quickly redistribute duties and make hiring decisions, transparency is essential. Updates on the hiring process can give employees who are taking on extra work hope that they will soon return to their regular roles.
9. Praise employees for taking on additional work
Make sure to regularly recognize your staff for exercising initiative and cooperating with one another to deal with workplace changes as you search for a replacement. Your staff will feel more appreciated and motivated as a result to support other members of the team.
10. Reflect on current workplace procedures and practices
You should reevaluate your leadership style, workplace culture, and standard operating procedures after an employee leaves without giving notice. This aids in identifying potential areas where you can raise workplace satisfaction and the experience of your employees.
Tips for minimizing situations where employees quit without notice
Review the following advice to help you prevent situations in which employees leave without giving notice or to get ready to respond to such situations:
Develop an anonymous employee feedback platform
Employees have the opportunity to voice their concerns and suggestions for improved workplace procedures through an anonymous feedback platform. Additionally, it enables you to keep track of employee feedback, spot recurring complaints, and discuss your change-making strategy in meetings or through memos. This demonstrates your concern for them and gives them hope for the future.
Increase the frequency of employee performance meetings and check-ins
If you don’t already do it, think about making employee check-ins a regular practice at your place of business. You can help employees overcome obstacles or re-motivate them before they consider other options by speaking with each one of them one-on-one, praising their work, and allowing them to express their needs.
Enhance employee incentives and reward programs
Employees are more motivated by incentives and reward programs because they have something to look forward to. Receiving a gift card for reaching quotas, accruing a few extra vacation days, or winning a company trip are some examples of incentives. Employers can see that you value their efforts and recognize hard work through incentives and reward programs.
Create a professional development program for employees
Employees have the potential for career growth within your company, so internal promotions and transitional opportunities to work for other departments can help reduce employee turnover. Additionally, it demonstrates to staff members your interest in their success in the workplace. Additionally, if an employee feels burned out in their current position, they can look into transitional opportunities rather than thinking about working for another company.
Use what you learned from an employees exit interview to direct change
You can use the information you learn from an exit interview with an employee who abruptly leaves to enhance your workplace and address their concerns.
