No matter what you do in your professional career… NEVER say the words “I am fully staffed” aloud—it is the quickest way to encourage someone to resign. I am convinced the universe is always listening.
When Resignation Becomes Reality
No matter how strong your team is, turnover is inevitable. At some point, a team member will choose to leave your organization. Resignations can be bittersweet—sometimes a welcome change, sometimes a challenge—but they are always an opportunity to lead with intention and integrity. While we hope departures are rare, they must be managed well when they occur.
The Resignation Conversation
Resignations come in all forms: a face-to-face conversation, a formal letter, a text message, or even a scribbled note on a Post-it. Most often, I see a team member ask for a private conversation at the end of the day. When that moment comes, the most important thing is to listen and to give them space to speak and respond with patience and empathy. Leaving a job is rarely easy—it’s a personal decision that deserves respect.
Once the decision is shared, thank them sincerely for their contributions and acknowledge their choice without judgment. Be sure to document the resignation in writing, noting the final working day and any other key details. Having a resignation template on hand can help streamline this step and ensure consistency. This record should be added to the employee’s HR file for future reference.
Communicating with the Team
After addressing the resignation directly with the employee, turn your focus to the team. Some may already suspect the departure; others may be completely surprised. Prompt, clear communication sets the tone for how you move forward. It is important to share the news with professionalism, and then address the next step: Will you be hiring a replacement or redistributing responsibilities? If hiring, ensure the job posting is ready to go live after your announcement.
Handling Logistics and Support
The administrative side of a resignation is just as important. Ensure the departing employee receives timely information about final pay, deductions, benefits, and paid time off. Contact your payroll and benefits providers for clear guidance, and follow local labor laws regarding unused PTO, sick leave, and benefits continuation. Answering these questions promptly supports the employee during their transition and protects your organization from compliance issues.
Facilitating a Smooth Transition
Equally vital is knowledge transfer. As soon as notice is given, begin identifying what the employee is responsible for and who will take over. Whether you’re redistributing tasks or hiring someone new, the goal is to retain knowledge and minimize disruption. Nothing is more frustrating than being handed a task post-departure with no guidance on executing it. Prioritize shadowing, documentation, and team briefings during the final weeks.
Exit Interviews: A Learning Opportunity
Conducting an exit interview can provide insight into team dynamics, management practices, or workplace policies that may be influencing turnover, and these conversations can uncover valuable feedback. Use the opportunity to clarify the return of company property—create a checklist outlining what needs to be returned, who it goes to, and include a sign-off from both the manager and employee.
Protecting Your Practice and Data
Security protocols must be followed even when an employee leaves on good terms. Remove access to all systems, software, and sensitive data before their final day. If your organization handles protected information, such as patient records, mitigating any risk of unauthorized access is especially critical. Contacting your IT provider to ensure access is revoked correctly and securely is also important.
Parting with Professionalism
Resignations are a normal part of business life; they don’t have to end relationships. By responding with grace, structure, and compassion, you ease the transition for your team and leave the door open for future connections. Today’s goodbye may turn into tomorrow’s hello.
