What to do when an employee hands in their notice?

How can I stop my employee from leaving?

Once an employee hands in their notice of resignation, you must respect their decision. No matter how valuable the staff-member is to your company, you cannot force them to stay. You can, however, meet with your employee to discuss their reasons for leaving, potentially making them an offer of your own to match/exceed their new opportunity.

This could include mapping out a career development plan, offering them a pay rise, or reviewing their company benefits package. It is then up to the employee to make their own decision; it is important that you respect the outcome – no matter which way they choose. 

Read more: How to make a counter-offer to resigning employees

What to do when an employee hands in their notice…

Here’s what you should do when an employee hands in their notice…

1- Agree on a last working day

When an employee has handed in their notice, one of the first things to discuss is their final working day. Depending on company policy, there may be a set notice period for which they must carry out their role before moving on to pastures new. You may choose to hold them to this, or equally, you may allow them to vacate their position at an earlier date (of their choosing).

Agreeing on a final working day is crucial for arranging any handovers, exit interviews, or replacement processes – as well as fulfilling your contractual obligation as their employer.

2- Arrange an exit interview

Talent Insights Specialist at Talos360 Tim Clifford says: “No matter the nature of your business, there are always going to be staff departures for one reason or another. By arranging exit interviews with departing employees, you can evaluate why they’ve chosen to move to a new employer.”

During the exit interview, it is important to express support for the departing employee. It is always beneficial to remain on good terms with talent – no matter how sad you are to see them go. Ex-employees are critical advocates for your unique employer brand and workplace culture.

Read our exit interview best-practice guide

3- Plan a handover to protect your business

When an employee leaves your business, you may not be able to replace them right away. You can, however, arrange for certain duties to be handed over to your colleagues, ensuring the departing worker’s responsibilities are covered once they leave your business.

It is worthwhile to discuss this with your colleagues well before the employee’s final working day. This protects the integrity of your business, ensuring there are no pitfalls in the time between their departure, and sourcing their replacement.

4- Find a replacement: start attracting the best talent

One of the main reasons for anxiety when employees depart is the thought of sourcing a suitable replacement. However, with the right approach, and the correct tools at hand, you can ensure the gap is filled quickly, with a truly capable candidate.

When hiring a replacement it’s important to have an effective onboarding process in place to improve retention. To do this its best practice to refer to an onboarding checklist.

In most cases, the process of replacing the employee should begin before their final working day. This helps to ensure a smooth transition, and reduce the gap in which their role remains vacant.

Here at Talos360, we work with employers across all sectors to build talent-winning recruitment campaigns. 

We offer a range of bespoke services, from talent-focused employer brand design/website projects, to recruitment advertising solutions. Talos360 has you covered; no matter the size, budget, or requirements of your hiring campaign.

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What to do when staff hand in their notice?

Once your employee has handed in their notice, you cannot force them to stay. You can, however, assess the reasons for their departure, and even pitch a counter offer that resolves some of these issues. 

If your employee still chooses to move on, it is crucial to make their departure as smooth as possible for both parties. By agreeing on a last working day, and arranging handovers early-on in the process, you can protect the integrity of your business once they leave. 

Exit interviews are a great way to assess your employees’ feelings towards your company. If there are specific reasons why a worker has chosen to leave, you can work to resolve these in order to prevent similar departures in the future.