The fact that an employee has left the business or is about to do so, does not in itself mean that a vacancy has been created; nor does it mean that the position must be filled.
Every resignation should be viewed as providing the opportunity to objectively analyse the requirements of the position, without the complications often encountered when there is an active incumbent. You may decide not to replace the departing employee.
Think about whether there are alternatives to appointing someone else to the role. For example, can the position be shared amongst remaining staff or can the hours of work be rearranged? Analyse what has changed since the incumbent was appointed. Establish where the business is going and what needs changing.
Make a decision about whether there is a need for a replacement.
Complete the Needs Assessment Analysis before rushing into the recruitment process
Consider the following points in making your decision about future business needs.
Assess the level of urgency.
Can the business afford to replace the departing employee? Consider any available metrics.
What are the key functions of the position?
When were the requirements of the position last analysed?
Do all of the functions of the position need to be maintained?
Can some of the duties be discontinued?
Can some of the duties be reassigned?
Are there additional duties that could be incorporated?
Why did the incumbent leave?
Does the reason for leaving indicate a need for change?
Is a common theme emerging for resignations from this position?
Is the rate of turnover for this position higher than average?
What important attributes or skills does the candidate need to be able to fit into the work environment?
What are the new position criteria?
What is the new person specification?
Is this an opportunity for internal promotion?
A structured exit interview should be conducted at the time a resignation is received
An exit interview serves three main purposes:
Reduces the likelihood of a subsequent allegation that the employee resigned in “the heat of the moment”.
Identifies behaviour which, deliberately or inadvertently, caused the employee to resign and which could result in a personal grievance. Note: If an employee resigns, that is a unilateral action the employee is entitled to take and the employer's agreement is not required. Recent case law establishes that once an employee gives notice of resignation, the employee has no right to withdraw the resignation, whether or not it's given in "the heat of the moment".
Where the resignation is for good cause, this interview provides the opportunity for a frank exchange of information. Use this opportunity to constructively review the requirements of the position and to identify the skills and personal qualities required of the “ideal” replacement.
It is good practice to conduct an exit interview well before the departing employee leaves. Normally this will be in situations where the employee has chosen to resign and information on the reasons for the resignation can be fed back in order to correct any deficiencies in our employment practices.
It is usually inappropriate to conduct exit interviews when the employee has been terminated by the business.