Even companies with the best company culture and positive energy experience employee resignations and turnover. It’s something you can’t always control. People resign for a variety of reasons: to further their education, move across the country or simply take advantage of a greater opportunity.

Regardless of the employee’s reason to resign, there are some recommended steps you, the employer, need to take to handle the situation as best as possible.

First, an Official Letter

When an employee first resigns, be sure they write an official letter of resignation to human resources. This will trigger all necessary events and steps to terminate their employment and also to find a replacement.

Next, a Smooth Transition

Once the employee sends the official letter of resignation, you can begin to adjust workload and responsibilities to make the employee’s transition as smooth as possible.

Most likely, the employee gave you the expected two weeks’ notice before their last day. If so, you have plenty of time to make a smooth and productive farewell. Even if you receive less than two weeks, try to cover as much of this checklist as possible.

  • Consider the structure and responsibilities of co-workers. Consider how the rest of your team can manage the extra workload when the employee resigns. While you make these adjustments, see it as an opportunity for the team to work smarter and more efficiently.
  • Plan an exit interview. These confidential interviews can be helpful in gaining perspective on how the employee viewed the company culture, how well the processes actually work and any other constructive feedback regarding the position.
  • Complete the end of employment checklist. This checklist covers all the details of transitioning work, returning any supplies or property, and making a clean break.

Finally, the End of Employment Checklist

This checklist makes sure all the details are covered before the employee leaves the office on their last day. Be sure each item was either completed or discussed.

  • Human Resource Notifications: official resignation letter
  • Permissions/Access: disable computer or email access as well as any phone or building access
  • Return property: gather any equipment from the employee, retrieve passwords to accounts
  • Status of benefits: reconcile vacation and sick days, benefits status letter
  • Exit interview: (in addition to helpful discussion) permission to be listed as reference, address update form if the employee is moving

Make it a Positive Experience

Throughout the steps following an employee’s resignation, try to make it a positive and uplifting experience. You should see it as an opportunity for your company or team to re-evaluate productivity. Plus, the employee leaving should feel valued and appreciated for their work at the company.

For more help on structuring the processes listed above, contact Principle Personnel.