Wednesday, January 22, 2014

Tip #476: 4 Tips For Announcing An Employee's Resignation

While employee turnover rates vary by industry, most companies lose multiple employees each year. When employees resign, it's up to the HR department at your company to handle resignations with tact, respecting both the business and the former employee.

Tip #1: Put A Process In Place -
To deal with a resignation effectively, create an internal process for handling it. This plan should include a procedure and time period for filling the vacated position. Announcing a newly available position is an excellent way to put a positive spin on an otherwise negative event that could adversely affect employee morale.

Tip #2: Provide A Policy For Every Employee - As with every aspect of management, resignation procedures work better for everyone when employees understand the process and your expectations. You should create and implement a policy for resignations. Include this policy in your company's employee manual or internal electronic materials. This policy should tell employees:

  • Acceptable forms of resignation (most companies require an official resignation letter in writing).
  • The minimum amount of time expected for an amicable separation.
  • How an exit interview will be conducted.
  • Whether departing employees should be expected to acquire and train a replacement.
  • Who to notify of a resignation.

Most employees prefer to leave on good terms. Resignation can be an awkward process without the appropriate information. Having a policy in place will make employees more comfortable with amicable separation.   
Tip #3: Announcing Someone's Resignation - You can tackle the subject of a resignation announcement as part of the exit interview process. Before the exit interview, inform the exiting employee that he or she should think about such an announcement. If an employee is leaving for personal reasons (such as moving to another state for a spouse's job or staying home to focus on raising children), be sure to get written permission from the employee before including these details in a resignation announcement; however, it is best to keep a resignation simple and right to the point. 

Tip #4: Ultimately, You Need To Respect The Departing Employee - When an employee leaves, you must treat him or her with respect, even if the departure occurs with animosity from the employee. Never provide personal information about the employee's departure unless the employee has approved the resignation announcement in writing. Lastly, you may wish to address more sensitive and specific concerns to those employees directly impacted by the departure.

Executive Summary: Employee departures are part of corporate life. By creating and executing a process for resignations, you can minimize the negative impact of a resigning employee. Handle everything professionally and with tact regardless of the circumstances of the resignation and focus on supporting your employees.

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