Once the decisions have been confirmed regarding VS/ER applications, there may not be much time before those approved to leave exit the organisation. To assist with this we’ve put together a quick list of things to bear in mind to ensure you deal with the practicalities, capture essential knowledge and make sure your employee(s) leave on a positive note feeling valued for their contribution at ACC. We’ve also included a short section about employees whose applications are not supported.
Practicalities for managing employees who are leaving
Things to think about:
- How and when are you communicating what’s happening to the rest of the team and other relevant people
- What are your plans for making best use of the time the employee has left with you
- How are you going to allocate the employee’s on-going work and projects
- With fewer people in the team it’s likely that you will need to re-prioritise the work of the team/ distribute jobs differently to ensure you continue to deliver the priorities of your service:
- You may want to revisit your service and team plan – are there pieces of work that are not contributing directly to the key outcomes in the plans that could be de-prioritised?
- For work that is continuing – can this be done in a different way? Could it be done more efficiently? How might you engage and involve your team to work out the best way to do this – eg allocating work based on existing strengths or providing opportunities for team members to gain more experience and development in certain areas ( see guidance here on managing your team’s workload).
- If the person who is leaving manages a team, what new arrangements are you putting in place? You may wish to speak to your HR Business Partner Team in regards to interim arrangements and ensure YourHR is updated so that the reporting line for the team is amended.
Knowledge Capture and Exit Interview
- During the employee’s time at ACC (especially those with many years’ service) they will have built up a wealth of knowledge, key contacts and skills which are of real significance to the organisation. It’s important we capture this for business continuity purposes to ensure continued service delivery.
- There’s separate guidance available here that takes you through the key steps of this process including the exit interview.
- Thinking ahead. The VS/ER process will likely happen again and it may be that you are already aware of people interested who have an application approved in the next VS/ER cycle. The guide also covers some things to think about in terms of planning your future workforce.
- Ensure the employee returns their ID badge, keys to lockers/cabinets, PPE and any IT equipment such as laptops and mobile phones
- Notify IT and other system owners that the person is leaving
- Ensure any outstanding mileage and expenses are submitted
- Ensure any absences are closed off
- Remove the leaver from “Your Team” section in YourHR
- Please remind the employee to email or print off payslips and P60s before they leave as they will not be able to access YourHR after they leave the organisation. They will receive their final payslip and P45 via post to their home address.
Valuing people’s contribution
- For any colleague who is leaving make time to thank them for their service and contribution to ACC. This may seem obvious but it’s important to flag it up so it doesn’t get overlooked. You’ll know your employee and what might be the best way to do this effectively for them
- Remember – even though the person is no longer working here – they are still ambassadors for the organisation and the extent to which they’re likely to fulfil that role will depend to a large extent on how positive their exit experience has been
What about employees’ requests for VS/ER that aren’t approved?
You may also have employees whose applications have not been supported through the current VS/ER process, this could be for a range of reasons; for example they provide a critical service or function, current staff shortages or that leaving will have an adverse impact on service delivery.
Understandably the person may be disappointed. It’s important that you have a conversation with them as soon as possible, so that they are; clear on why their request was not supported and the criteria that was used to arrive at this conclusion. Depending on how resilient the person is you might need to give extra consideration to how you might motivate the individual and keep them engaged.
What about the existing team?
Processes such as this can bring about uncertainty and change for the teams affected. There’s a range of development available to support both you as a manager and your teams:
Aimed at individuals involved in managing change.
This session is designed to help you understand the key drivers for change and provide you with the relevant tools and techniques to implement change effectively. In addition, the workshop will explore how individuals are impacted by change and will provide you with tips on how to ensure you bring your team with you through that change.
Multiple dates available
Aimed at employees and teams who are experiencing change.
This workshop is all about exploring and understanding change and the normal human reactions to it and developing more conscious choices and approaches for responding to change.
You’ll go away from the session feeling more in control and equipped to work through the changes you’re experiencing or future changes that come your way.
Multiple dates available
Contact Organisational Development to book on Leading Change or Being Adaptive:
Tel: 01224 523897
Also keep an eye out for a series of pit stops based on the ‘Productivity Ninja’ principles. These are all about how to increase personal and team productivity and how we can all make the best use of our time!
Visit the resource hub for various toolkits and resources to help you manage transformation. Click the image below to see the resources available.
Time for Talking
Visit Aberdeen City Council’s Counselling Service page if you wish to discuss your own management situations/pressures, and feel free to pass on contact details for the service to team members you have leaving, as well as those remaining.
Click here to return to the main VS/ER page
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