As a business owner or site supervisor, you may have the difficult task of replacing an existing employee or you may have to accept a resignation and fill a now empty position. You will need to announce the replacement with an eye towards making sure that your company environment stays stable with as little disruption as possible. Doing this requires walking a fine line of respect for what has existed in your company meshed with the aspirations communicated for a brighter future.
Discuss the details of this job transition. If you are accepting a resignation be sure to respect the emotions your employee might be experiencing. Use flattering but direct statements such as "You've done an excellent job for the company and we will definitely miss your contributions." If you are letting an employee go and the situation is not volatile, be prepared to let the employee know information about the replacement. Your task is to try to make a smooth replacement process. Be willing to answer questions the employee may have.
Draft a replacement announcement that will be disseminated throughout your company. This memo should focus on three parts. The first is a short mission statement of the company that highlights future directions. The second section can announce that because of this, the new position and replacement is required. In this section, you may also report prudent details of any resignation. Give background and qualifications of the new employee. Close the memo by mentioning the previous position holder and thank him for his service, and if possible comment on his future job position.
Schedule a meeting with those employees that work closest to the department in which the replacement is taking place. As in Step 1, your job in this is to be present to show the department respect and attention. Allow them to ask questions and be sensitive to the idea that they may be concerned with potential changes in task continuity and interactions.
Present the replacement employee to your company. In this task you are not addressing the past because you have handled this properly in previous steps. This public showing and announcement is done to symbolize a vote of confidence that you have in the incoming employee. Take a firm and supportive stance towards her. Let all in your company know that you are ready to move on and do what is best for your company.
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