Helpful Tips On How To Handle Resignation Of Employee

In the post-pandemic workplace, job hopping has seen an uptick followed closely by a shift in our ways of working.

And as a result, both big and small organizations, at times, will face a fierce competition for talent. After all, there are always new and exciting opportunities that other companies can offer and there will always be jobseekers looking to fill them fast. 

This change in staffing tends to peak within December and may last until early February. Before this happens, it is best to be well-prepared to ensure that your business operations are not impacted. You might want to consider these helpful tips on how to handle the resignation of an employee when it happens.

Also Read: 5 Reasons Why Great Employees Quit

Depending on how valuable the employees are to your organization, there may still be a chance to retain them. However, be ready to accept their resignation if you have reached out and feel they have decided to move on and pursue other endeavors. Employee turnover is part of any business. What's important is that as an employer, take this as an opportunity to find out why employees leave, how to keep them, and how to improve employee retention moving forward.

Managing a number of employee resignations can be daunting if not handled well. While the employer-employee relationship may start in a transactional agreement between two parties, it can always evolve into a deep and meaningful kinship among colleagues. A sudden decision to break off this kind of business relationship can be a shock for any employer. However, when a resignation happens, it doesn't have to be awkward. 

To make it a smooth process, we've listed these helpful tips on how to make the resignation process amicable for both sides and avoid burning the bridge.

Also read: 4 ways SMEs can improve employee retention through better hiring practices

1. Don't panic, resignation is organic. There are several reasons why an employee resigns and it's an organic part of doing business. The most common reasons are because they have found new opportunities to grow in terms of career advancement, better compensation and benefits, or they are simply looking for a change of pace.

There are other varied and personal reasons on why an employee has decided to resign but this should not be a cause for panic. Now is a good opportunity for you to show your professionalism and a mature attitude towards the treatment of exiting employees.

2. Understand why the employee has decided to resign from their post, and listen to their reason(s) with empathy. Using this tip provides a two-fold advantage for you as an employer:

1. 1.

   Take this as an opportunity to have a frank conversation with the employee to find out why they are resigning. Many managers miss out on retaining the employee's talent because they feel that a resigning employee is no longer interested in improving their business relationship with the company. While the reasons may be personal, every effort must be made to understand the reasons behind the resignation and find a way to retain their skills and talent within your company.

2. 2.

   The second advantage is gaining understanding of what triggered the resignation which can also give you insight on the work culture of your organization and how it has developed over time. While some organizations employ surveys, fireside chats, and other employee engagement activities, hearing a personal opinion tends to have more meaningful value or may point you towards the values your organization places importance on in the actual workplace.

3. Can you prevent employees from resigning? Try to negotiate.

Replacing talent can be a long, expensive, and arduous process for recruiters and hiring managers. They were hired for a reason and if they have spent some time with your organization, that could mean that they have made a contribution to the business. Negotiations can be started after finding the reason(s) that triggered the decision for the employee to resign. This can be used as the groundwork for improving working conditions for the employee and may even bring a positive impact in the work culture and the environment it thrives in.

Also read: Here Is The One Tip That Can Help Bring The Right Candidates In

4. If every opportunity to keep the employee from resigning has been taken, make the resignation formal.

Ask for a formal resignation letter via email or a signed printed document. Provide a confirmation copy that you have accepted their resignation and are aware of their last day. Depending on your internal process for resigning employees, it is better to inform them of the benefits and opportunities they may want to utilize as part of their compensation and benefits which they may want to maximize in their final days with the company.

5. Discuss a transition plan with the employee and their immediate supervisor.

This transition plan helps smoother the gaps and avoid possible operational interruptions due to the loss of an employee. Normally, what is included in the transition plan is how the completion of the employee's exit clearance is to be conducted.

Here’s a quick checklist you can include in the transition plan:

• Communicate employee's resignation to the team

• Create a plan to share the workload to other members to ensure work continuity

• Provide steps on how to turnover work and company assets that need to be delivered to the team

• Start a timeline that specifies the steps that need to be considered to move the process forward before the employer-employee relationship officially terminates

Also read: Managing employee exits: checklists, timelines, and procedures

6. While not a requirement, a small farewell goes a long way 

When employers find out an employee is resigning, the time spent before their exit is treated as a transactional process to avoid any awkwardness for fear that it may disrupt harmony within the team. Many experts say that employees, especially those who have tenure, who received recognition and acknowledgment for their contributions, have created a stronger, harmonious bond with a parting colleague. Additionally, this also shows the professionalism of the company, which in turn, reflects well to an organization's culture.

7. Keep the lines of communication open for the resigning employee.

Depending on the nature and how the resignation was conducted, it is best to keep an open line of communication beyond the business relationship with the employee. You can comfortably include this in an exit interview. This tip makes good business sense and creates a strong professional relationship.

8. Conduct a post-resignation study for your benefit.

Most managers neglect to miss this step as they deem it unnecessary. However, acting on this tip actually provides insight on the current team dynamics and helps you manage employee morale. 

A post-resignation study can provide insights on how to:

• Streamline the workflow of a team's output

• Ensure business continuity while the position is filled

• Monitor the ever-changing dynamics of a work environment as staff changes occur

Using these tips as part of your resignation process help build a harmonious relationship, not just with the exiting employee, but with the remaining employees. It also helps you get a feel on how the work culture is evolving and what can be done to grow a healthy workforce working in a collaborative and peaceful environment.

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