To reduce the adjustment timeline gap between an employee on the way out and the new hire about to take on that role, managers and their teams can collaborate to create a smoother transition in the meantime.
It starts by gaining a solid understanding of what the predecessor was doing and having a conversation with the new hire, before they onboard, about why they were chosen to handle the tasks, what's to come and the relevant training resources and support your team will be able to provide.
Below, seven members from Forbes Human Resources Council provide additional information and tips to prepare for new hire adjustments, if possible, before an employee exits.
Forbes Human Resources Council members share their tips.
Photos courtesy of individual members.1. Create A 30-, 60- And 90-Day Work Plan
We highly recommend that managers prepare a 30-, 60- and 90-day work plan with the new hire. This ensures that there is an agreement on what the new hire should be working towards and what the expectations from their manager needs to be so it's not one-sided. Secondly, having a mentor or a peer pairing greatly helps with assimilation into the culture of the organization. - Srikant Chellappa, Engagedly
2. Provide Peer-To-Peer Mentorship Opportunities
You should have the new hire shadow the employee who is exiting for at least two weeks. You should also make sure to connect them with others in that role so they feel supported when they have questions. Additionally, you have to remember they are new in the role and as such, they are unlikely to be as productive as the departing employee off the bat. Make sure they know this won't endanger their job. - Alex Pantich, Upshift
3. Offer Reasonable Time For Transitioning
Chaos and a desk isn't a recipe for success. If you don't have a chance to do the transition properly, give the new person some time to assess what they just walked into, have them prepare a 90-day action plan and then follow up regularly on progress. What they need is pretty basic: support and time! - Tracy Cote, StockX
4. Start The (Overlap) Training Process As Early As Possible
An ideal way to prepare your new hire is to start them early enough for some overlap with the exiting employee, if possible and sensible, and immediately introduce them to peers and internal stakeholders. Transitioning into new responsibilities is a lot easier with a line of sight to the bigger broader picture around them. This helps to connect responsibilities to personal and company success. - Bryan Passman, Hunter + Esquire
5. Develop A Cohesive New Hire Playbook
Before any new hire begins, my learning and development lead meets with their manager to map out their first week, orientation and management or leadership training that is needed. We also provide meet and greets with other team members or do introduction at resource meetings. Our biggest goal for 2022 is to give each new hire a position playbook that dissects all aspects of the role’s responsibilities and purpose. - Kelsey Schnittgen, Mission Critical Solutions
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6. Keep A Detailed Job Description And Other Resources Handy
Have a detailed discussion with the new hire. Provide a detailed job description, relevant training materials, resources, contact lists, software and any access they will need to succeed. Explain why their skills are relevant and what the expectations are. Assign a team buddy and give them a chance to shadow the departing employee. The better prepared they are, the more seamless the transition. - Mofoluwaso Ilevbare, Primary Connect
7. Assess What The Outgoing Incumbent Was Working On
There is usually a gap between an exit and a new hire starting. Managers and teams can leverage this time to better understand what the incumbent was doing and build an onboarding plan for the new hire that reflects the current needs of the team and the business. This takes into account shifts that may have occurred since the incumbent started and functional areas they may not have emphasized. - Jennifer Marszalek, Revolution Global
