Every person dreams of having a perfect career. It is not always possible staying in a single organization and may need shifting to a different organization to get the growth that one wishes for. Though few companies are successful in retaining their employees for long some do let go of their employees as it is not always healthy to keep an employee who many have set a different target.
Many HR agents follow various methodologies to curb attrition in their organizations; however there are some that you just cannot due to the better offers or the varied fields of interest. Making an employee serve the notice period gives the organization enough time to procure a replacement or train another employee to take over the responsibilities. This may be easy for the low key roles but becomes a challenge when it is a crucial designation that an employee is signing off from.
Every organization needs to understand the possibility of this happening with any of their key roles and should have a stringent plan to ensure work flow is not impacted in anyway. A standard plan should be chalked out that is adhered to strictly so that nothing is missed out.
Here are few things you need to do to ensure your business is equipped to tackle sudden departures from the workforce of key skills.
- Notice period: Ensure that the information with regards to the resignation is given well before time so that you have enough time to equip another employee for the position or hire someone else. Make sure that the notice period is well defined for every position such that every employee is bound to serve the notice period unless of course exceptions arise.
- Stay well documented: Make sure that every task that the individual was responsible for is well documented such that the company has records of projects and products that were handled. This allows a company to take over from the point that was left over and does not need to build on it from scratch. With a good repository of data and documentation to follow up on the movement of a key role employee will reduce the impact on the workflow.
- Secure accesses: As the day of departure nears it is imperative that passwords and key tasks are taken over with details. For e.g. individual access to a restricted folder and company accounts. These passwords must be secured and changed to ensure that the employee does not have access to them post exit. These are high risks tasks and should be considered on a priority.
- Inform the stakeholders: Many employees in the higher levels come with the benefits of trusted and profitable contacts for the organization. As such an employee exits the organization you need to ensure that you do not lose out on these contacts and assure them of a continued service as before. Making a list of such contacts is extremely important so that you do not lose out on business due to the departure of that one employee. This would also mean that you need to inform the stakeholders in the company to ensure that they are up-to-date with the loss of the key contributor from the workforce.
- Boost the morale of the team: One of the most important task however is to ensure that the team that was reporting to this key employee is given the assurance they need. Do not downplay the moment to minimize the impact of the departure. Give the due respect and celebrate the term that he served and contributed to the company.
Find the right fit for your organization. Get someone who will understand the working of the company and contribute exponentially towards the growth of the business. You cannot stop anyone from leaving the company as everyone has their own career plan and will take decisions as per their priorities. But make sure that every departure is well executed to give the best experience to the employee.
Many organizations now employ intelligent HRMS softwares that automate the induction and exit formalities as to make it flawless. With a unified platform to execute every step of the exit formalities you are sure to leave a lasting impression on the employee and those associated with him.