Script: How to manage someone who is leaving the business
How to ensure a smooth exit whilst maintaining a positive relationship.
How to ensure a smooth exit whilst maintaining a positive relationship.
Time to read: 2 mins
It can be disappointing when someone wants to leave but with the speed of the global talent market it’s likely to happen. As their manager it’s important to handle their experience sensitively and professionally to ensure a smooth exit and to maintain positive relationships.
Try and see this as a learning opportunity for you and the business. Ask them to put their resignation in writing stating their reasons for leaving, acknowledge this in writing too covering things like their last day, notice period, outstanding holiday and return of company property. Arrange to meet with them for an exit interview to understand their reasons for leaving.
Say
Hi [insert name], I’m really sorry to hear that you’re leaving us, we will all miss you and you will be a big loss to us. I’d like to understand the reasons behind this?
Listen
Hear out their reasons to help you understand their motivations for leaving and probe a bit deeper to consider things you might need to address going forward e.g. if they say it’s for a better job.
Ask
Can you tell me a bit more about the new role?
Listen
Try and get to the root cause of the issue e.g. bigger salary, more satisfying work, greater flexibility that you and the company can learn from and what feelings they are leaving with about they found their time here.
Ask
We’d like to learn from this, is there anything we could have done that would have retained your skills here?
Listen
Be curious and listen with an open mind and try not to take things personally e.g. they might have criticisms about the running of the company or your management style so instead of taking offence view this an important learning opportunity for you e.g.
Ask
What could I have done better as your manager to support your needs?
Listen
and put in place actions to address their concerns including any changes you might need to make with the current team, the organisation etc.
Check that there are no outstanding issues or gripes they’re leaving behind that could lead to any risk of an employment tribunal claim.
Move on to talking about practicalities e.g. plans for handovers of work, how to communicate to the rest of the team.
There may be instances where they want an earlier leaving date e.g. their new employer wants them to start earlier than their notice period. Whilst you have no obligation to do this you can negotiate on this if it’s in your and their interests but bear in mind that notice periods are designed to give you time to find replacements.
Move on to talking about practicalities e.g. plans for handovers of work, how to communicate to the rest of the team and end the conversation by thanking them for all they’ve contributed.
Check any contractual or legal obligations e.g. is there any money owed by them e.g. training course recovery costs or to them e.g. expenses and notify your payroll team of the exit. Communicate their leaving to the rest of the team and arrange a handover. Consider all options for how you might replace them e.g. is there an opportunity to offer their role to others in the team especially if it could be considered a step up, development move etc with the option to recruit into a different role? For extra information on leaving the company we’d suggest contacting your company HR or refer to government advice and legislation.
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