Transition Plans

Failing to create one doesn’t keep your favorite employee from leaving.

Every leader has been there. Your favorite employee, the one that keeps the ship running, is moving on and taking a new opportunity elsewhere. And while it is impossible to eliminate all the growing pains that come along with the transition of a valued employee, there are ways to prevent some of the overwhelm ahead of time. Creating a transition plan for every employee is a valuable exercise that not only takes some sting out of a departing employee but can also help with employee reviews and refinement of job descriptions during employment.

Transition plans are a great way to get insight into the daily workings of each employee, and, when updated on a monthly or quarterly basis, make the transition of an employee into a new role less painful endeavor. Note: a transition plan is an integral part of the onboarding process and should not act as a stand-in for the training of new employees.

Here are some items to include in your transition plan:

Job Responsibilities

This is a list of the job duties associated with the position and how often they are expected. List small tasks like running a daily backup or checking emails and the larger tasks like preparing an annual report or planning the company holiday party. Make sure that this list syncs up with the job description for the position. If not, it is time to take a look at revamping the job description.

Assigned Projects

Keeping an updated list of current projects is helpful for various reasons. Get detailed with the tasks, timelines, contacts, and any other details that would help someone get the ball to the end zone if someone else were to need to take over. Note: the value of this part of the transition plan decreases without a framework for keeping it updated. Make sure that a quarterly update is completed at a minimum.

Outline Processes

Create a list of recurring projects, especially ones that do not occur often. Write down the process step by step in elementary, easy-to-follow directions. Write them as if you are telling someone who has never worked in your office how to complete that task.

Create a Contact List

Encourage keeping a contact list with updated notes on phone numbers, emails, and job functions.

Passwords and Resources

Create a list with login and password information to important accounts and resources and include what those resources are used for.

Building transition plans for each employee is a bit like creating a tome of standard operating procedures for each position. It is a valuable exercise to engage in for ALL employees, not just the ones who are currently transitioning to a new position. Not only does it help facilitate smooth transitions and take the stress out of onboarding new employees, but it also helps clarify what is going on in a role and how that compares to the job description.

Deep End Talent Strategies is a full-service HR consulting company who can help you build transition plans, update job descriptions, and recruit for those difficult to fill positions.