What to Do When an Employee Resigns

When you are overloaded with day-to-day concerns, adding a surprise task to your to-do list can feel daunting.  Here are some steps that might help:

Tackle Logistics

Offboarding an employee is not as simple as disabling and gathering company equipment. After IT and payroll and have them begin the process by doing just that.

  • Have the employee sign any necessary paperwork like a resignation letter or a reminder of the non-solicitation or non-disclosure they previously signed.

  • Notify them of benefits, end dates, and any COBRA considerations if applicable

  • Determine the laws of your state to decide what you need to pay out (like vacation) and how quickly

  • Understand there are no federal or state requirements for notice or to pay a bonus for working for you for a long time

  • Remove the employee from recurring meetings and email distribution lists. Set up forwarding of emails and/or automated responses redirecting them to the appropriate people

Coordinate with the Employee’s Manager

This is your opportunity to discuss a succession plan

  • Decide if the responsibilities have changed or whether you might want to reorganize

  • Review the salary and decide what the budget constraints are

  • Make a decision about the method you are going to use to locate a replacement

  • Have the exiting employee make a list of their tasks.  They might be doing things you have forgotten

  • Decide if you are going to have someone shadow them or vet the operations manual

Schedule the Exit Interview

  • Find out how long they were thinking about leaving and what the company might have done differently to keep them

  • Ask them to ID areas where they think the company is weak and where they think it is strong

Keep Your Cool and Wish Them Well

  • Try to eliminate emotions.  When people leave it doesn’t always mean an end to your working relationship.

  • Acknowledge their contributions

  • Hosting a goodbye lunch for people who have worked with the company for a long time gives other employees the opportunity to say goodbye

Coordinating an exit is time-consuming, especially if you don’t have an HR department.  Exiting someone graciously and legally will send a message to other employees that you are a class act. If you need temporary help to exit a resigned or terminated employee (who must be handled differently than outlined in this blog) feel free to contact us at (888) 923-0054.

PolicyJacquelyn Gernaeysteps to take when an employee resignsComment