Employee Departure Communications Plan template

Purpose

The Employee Departure Communications Plan outlines the strategy and tactics for effectively communicating with employees when they leave the business, ensuring a smooth transition and maintaining positive relationships.

1. Objectives:

• Provide timely and respectful communication to departing employees.

• Minimise disruption to the team and ensure continuity of operations.

• Preserve morale and morale of remaining employees.

• Protect the company's reputation and brand integrity.

2. Audience:

• Departing employee(s) and their immediate team or department.

• Relevant stakeholders, including HR, managers, and senior leadership.

• Remaining employees impacted by the departure.

3. Communication Channels:

• Direct Meeting: Schedule a private meeting with the departing employee(s) to discuss the departure, express gratitude for their contributions, and outline next steps.

• Team Announcement: Notify the departing employee's team or department of the departure in a team meeting or via email, emphasising the company's appreciation for their work and providing reassurance about continuity.

• Email Announcement: Send a company-wide email announcement to inform all employees of the departure, emphasising confidentiality and respect for the departing employee's privacy.

• Individual Meetings: Schedule one-on-one meetings with key stakeholders, including clients, vendors, and partners, to communicate the departure and ensure a smooth transition of responsibilities.

• Intranet/Company Website: Post a brief announcement on the company intranet or website to inform employees of the departure and provide contact information for any questions or concerns.

4. Messaging Guidelines:

• Respect and Gratitude: Express gratitude for the departing employee's contributions and acknowledge their impact on the team and the organisation.

• Confidentiality: Emphasise the importance of confidentiality and respect for the departing employee's privacy, while providing necessary information to affected stakeholders.

• Transparency: Be transparent about the reasons for the departure to the extent possible, while maintaining confidentiality and professionalism.

• Support and Resources: Offer support and resources to the departing employee(s) to assist with their transition, including assistance with job search, references, and access to benefits.

5. Roles and Responsibilities:

• HR: Coordinate communication efforts and provide guidance on messaging and protocols.

• Manager/Supervisor: Lead communication with the departing employee(s) and their team, providing support and guidance throughout the transition process.

• Internal Communications Team: Develop and distribute communication materials, ensuring consistency and alignment with company values and messaging.

• Remaining Employees: Support and encourage remaining employees impacted by the departure, providing reassurance and addressing any concerns or questions.

6. Implementation Timeline:

• [Insert timeline for implementing communication plan, including key milestones such as announcement dates and individual meetings.]

7. Approval and Sign-Off:

• [Insert space for approval and sign-off from relevant stakeholders, including HR, managers, and senior leadership.]

8. Distribution:

• Distribute the Employee Departure Communications Plan to all relevant stakeholders, including HR representatives, managers, and members of the internal communications team.

9. Review and Updates:

• Regularly review and update the Employee Departure Communications Plan to reflect changes in personnel, organisational structure, or best practices.