To get the most from an employee’s notice period and leaving, it is helpful to follow a few basic procedures.
It might not be great news when an employee resigns but it is important to remain professional and to treat the news positively. This encourages the employee to act professionally during the notice period and should help with the transition of duties to a replacement team member.
Plan the transfer of tasks
Work with the employee during the notice period to identify how to transfer tasks and responsibilities. Identify all outstanding tasks and agree what will be completed during the notice period, assigning as much as possible to other staff.
Agree accrued holiday leave
Take time with the employee to agree how much holiday entitlement he or she has accrued and whether this will be paid or taken during the notice period. The handling of accrued leave should ideally be covered in the company’s HR policy; however, if this is not the case, it is important that whatever is agreed is legal. Seek advice if necessary.
Keep accurate records
It is important to continue any timekeeping records within your organisation and to record any leave taken or time off sick during the notice period. These are legal obligations to ensure that any final payment on leaving day is correct.
Consider severance payments
If the employee is being made redundant or is being dismissed, it is vital to consider the legal aspects of the departure. To prevent any possible legal repercussions once the employee has left, it may be worth considering a severance package tied to an agreement that the employee will not take future legal action against the company.
Discuss financial obligations
It is essential to discuss in advance of leaving day whether there is anything that needs to be repaid to the company. This might include loans or advances for training.
Conversely, it is possible that the company owes the employee for things outside their base salary. This might include commission, overtime payments and leave entitlement.
Arrange a leaving interview
Employees are often more willing to talk about their workplace once they are leaving; therefore, exit interviews can offer valuable insights.
Arrange the handover of company assets
Laptops, ID cards, phones and keys all need to be handed back at the end of employment. Similarly, login details for email and online accounts and corporate intranets need to be documented and changed.
Provide the final pay
It is critical to provide the employee with their final payslip on leaving day. This should be accurate and should take into account payment for accrued leave, bonuses and commissions.
Staying positive on leaving day helps foster a warm relationship with the employee. The employee may one day return to the organisation, either freelance or as an employee; therefore, keeping things friendly and professional is a good idea.
The leaving process is not always easy; however, by having professional procedures in place, an organisation can help to ensure it goes as smoothly as possible for both parties.
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