Staff resignations can come as a shock to legal support and other staff members, especially when they are sudden or unexpected. By handling the announcement proactively, you help your organization stay on track and manage any lingering “skills gaps” until a qualified individual can be found to fill the position. Here’s how:
Plan the announcement in advance.
When you announce a staff member’s resignation, your goal should be to strike a careful balance. You shouldn’t reveal personal or sensitive information about the resignation, but you should address it directly, so that remaining staff members don’t fear that the “resignation” was the first in a series of layoffs that might blindside them at any moment.
If the resignation is planned, consult with the resigning staff member about how to make the announcement and how much information to reveal. Both the law firm and the resigning employee may have sound reasons to keep certain details discreet, so plan ahead to determine who will say what.
If the resignation is unplanned or sudden, state the facts: “Unfortunately, Leslie’s last day with us was today. We’ll be working quickly to find a replacement.”
Create strict policies for handling staff resignations.
A formal policy protects both the organization and the resigning employee. Create a formal policy that covers items like the amount of notice the employee should provide, the form the resignation should take, who should be notified of the resignation, who will handle any exit interviews, and who is responsible for finding a suitable replacement.
Provide information in person and in writing.
Make the planned announcement at an in-person meeting. By calling a meeting, you limit the number of times you have to repeat the announcement itself, you demonstrate transparency and solidarity to remaining staff members, and you cut down on the risk that rumors will circulate before the facts do. To help staff members manage the transition, include a written memo that explains any tasks that staff members will need to address before the resigning employee leaves and what changes to the workflow should be made in the interim (for instance, who should be consulted with questions).
Work with your recruiting firm for support.
When you have news of a resignation in advance, you have an opportunity to contact your recruiting partner immediately to launch the search for a replacement, reducing the time needed to hire a new legal support team member. Use information from exit interviews to help you determine why the resigning employee left and what skills and traits in a new staff member might encourage their retention.
At Kent Legal, our recruiters specialize in helping Toronto area law firms and legal departments find the dedicated, highly productive legal support staff they seek. Contact us today to learn more.