In today’s tight employment market, employers are bound to be faced with turnover. Losing a talented employee can cause a panicked reaction, and without a transition plan in place, that role could be left open for some time. When an employee exits, it is imperative to tackle the challenge immediately and with purpose, so you can manage workload, find a talented candidate to take over, and make a smooth transition.
Contact Your Recruiter Immediately
Time is the enemy of any unexpected employee exit. Two weeks is typically standard notice, which is rarely enough time to hire someone new and facilitate knowledge transfer. Putting off the recruitment process will only make the transition more challenging. Recruiters can speed up the hiring process and increase the chances that you’ll find a strong candidate quickly.
As soon as an employee gives notice, reach out to your trusted partner and let them know of the vacancy. Provide as much information as you can up front, so the recruiter can begin a targeted search, and be prepared to keep the lines of communication open as you begin the second phase of your strategy.
Take Action With the Exiting Employee’s Assistance
The exiting employee is the best source of information for transition planning, and it reasonable to ask for their help. Knowledge transfer is critical for long-term success and you can use this time to gather as much information as you need. Have the employee:
- Review their job description and add/remove any responsibilities that have changed. Then, communicate this new information with your recruiter.
- Outline their daily tasks in logical, easy-to-follow steps.
- List the top three projects that will need attention once the employee leaves.
- Have the employee gather critical files/contacts/information for those projects.
You can use this information to effectively distribute tasks among remaining staff until a replacement is hired. This information can also be used to help your recruiter create a more accurate profile for their talent search. Remain communicative with the recruiter, and be ready to interview candidates as soon as possible.
Recruiting is often the most challenging when it is reactive, and a rushed search can often lead to bad hires. A proactive transition plan can reduce the pressure felt when someone leaves the company. You become proactive through strategies like:
- Updating all job descriptions at least once per year.
- Standardizing the filing process on your company servers.
- Having each employee to keep process documents outlining their daily tasks.
- Developing a strategic partnership with your recruiter. Together, create long-term plans for covering unexpected absences, medical leave, terminations and resignations.
Losing a talented employee is never easy, but with the right strategies in place, a proactive approach and an effective recruiting partner, you can make the transition process as smooth and efficient as possible. If you are ready to build a strong transition plan for your Ontario-area business, contact the experts at Employment Professionals Canada today.