Effective Employee Transition Plans for Empathetic HR Leaders

Change is an inevitable part of any organization, from welcoming new employees to handling departing employees and internal role transitions. But you’re wincing at the thought of your most recent new hire’s first day or your a recent team member’s departure, then it’s time to freshen up your employee transition plans.

Whether you’re tasked with replacing an employee who quit out of the blue or need to let go of an underperforming team member, employee transitions are unavoidable. And they're likely to become more and more common, as millennials have a higher turnover rate than Gen Xers, according to an article published in the Quality & Quantity journal. 

So, here’s how to transform your transition process from awkward shuffles into graceful dances. From crafting onboarding experiences that’ll make new hires feel like they’ve found their professional soulmate to creating offboarding procedures that turn departing employees into lifelong brand ambassadors, you’ll get all the tips you need to master employee transitions!

What is an Employee Transition Plan?

An employee transition plan is a structured process that guides employees through significant changes in their professional lives. Whether they’re just starting their adventure with your company, transitioning to a different role, or getting ready to depart, a good employee transition plan outlines the steps for transferring responsibilities, knowledge, and tasks to other team members.

Think of it as a well-choreographed dance routine, where every step is planned to achieve a smooth, graceful movement from one position to another. It’s designed to minimize disruption, maintain productivity, and prevent any critical information or tasks from falling through the cracks during the transition period.

Why an Employee Transition Plan Matters

Having a stellar employee transition plan in place can be incredibly helpful when you need it most. Employee transitions can be sudden, so being prepared pays off. Here’s why it's so important.

Employee Onboarding

Remember your first day at a new job? The mix of excitement and nervousness, the information overload, the desperate search for the bathroom? Starting a new role without proper guidance can be more confusing than navigating an unfamiliar city’s public transit system. A well-planned onboarding process can serve as a friendly tour guide, helping employees take on the new terrain of your organization with confidence. 

Unfortunately, only about one in 10 workers think their workplace did a good job onboarding them, according to a Gallup study. This is a major gap for most HR departmetns, as structured transition plan can boost employee engagement and productivity faster than a double espresso on a Monday morning. It provides clear expectations, necessary resources, and a support network, allowing employees to hit the ground running. In fact, new hires who go through a standardized onboarding process are 50% more productive than those who don’t, according to an SHRM survey.

A great onboarding process can also reduce employee turnover. Nearly three-quarters of employees who had a great onboarding experience are more likely to stay with their organization for three years, according to OfficeVibe’s State of Employee Engagement report. The time and resources spent on a strong onboarding process can have a significant return on investment, especially considering that replacing an employee can cost up to three times their annual salary, according to a 2022 SHRM study.

Employee Offboarding

On the flip side, let’s talk about saying goodbye. A poor offboarding experience can be like a bad breakup: messy, emotional, and leaving both parties with a sour taste in their mouths. Imagine being an employee who has dedicated years of service, only to be shown the door with a curt “hand in your badge” and zero recognition. Not only does this leave the departing employee feeling undervalued, but it also sends a chilling message to the remaining team members. 

Maintaining positive relationships with departing employees is very important. These folks are walking, talking billboards for your company. Treat them well, and they’ll sing your praises to potential future talent. Treat them poorly, and they might start leaving reviews on sites like Glassdoor that make one-star restaurants look good and damage your employee value proposition. 

A smooth transition, on th eother hand, can help protect your company’s reputation and employer brand better than a team of PR specialists. It can help you stand out from your competitors, as fewer than one-third of companies have a formal offboarding process, according to Zippia research.

HR's Role in the Transition Process

As an HR leader, you’re the choreographer of this grand transition dance. Your role is to create a transition plan so great that every step, spin, and dip goes smoothly. This is what you’re in charge of:

Plan Development and Implementation

HR’s responsibility in creating, implementing, and managing transition plans is like being the director of a Broadway show. You need to craft a script that works for many scenarios, cast the right people in supporting roles, and help everyone understand their cues. This involves:

• Creating customizable transition plan templates for different situations, like new hires, role changes, and departures
• Identifying key stakeholders and defining their responsibilities in the transition process
• Setting realistic timelines and milestones for each stage of the transition
• Confirming that all necessary resources are in place, including training materials and access to systems
• Monitoring the progress of each transition and making adjustments as needed

Communication and Support

In the transition process, HR plays the role of both translator and therapist. You need to communicate clearly with all parties involved and provide support during what can be an emotional time. 

For departing employees, this might include:

• Conducting exit interviews to gather valuable feedback
• Explaining benefits and answering questions about things like COBRA insurance or 401(k) rollovers
• Offering resources for job search or career transition support

For the remaining team members, your role includes:

• Communicating changes in a timely and transparent manner
• Addressing concerns about increased workloads or shifts in team dynamics
• Providing support and resources to help them adapt to the changes

Feedback Collection and Continuous Improvement

The transition process is not meant to be set in stone — it's more like a living, breathing organism that evolves based on feedback and changing needs. As an HR leader, you can foster this evolution by:

• Regularly collecting feedback from all parties involved in the transition process
• Analyzing this feedback to identify areas for improvement
• Using data and insights to refine and update your transition plans
• Staying informed about best practices in employee transitions and incorporating new ideas

Key Components of an Effective Employee Transition Plan

Creating a successful transition strategy is like assembling a puzzle — each piece is essential for completing the picture. Let’s take a look at some of the vital components that will make your transition plan smoother than a freshly waxed floor.

Knowledge Transfer

Knowledge transfer is one of the most important parts of any smooth transition. Think of a departing employee as a repository of company knowledge. Your job is to download as much of that information as possible before they log off for the last time. Focus on more than just passwords and project files — go for the nuanced understanding that comes from experience. The “why” behind decisions, the unwritten rules, and the shortcuts that make things run smoothly — all of this needs to be passed on.

Try some of the following strategies for transferring knowledge:

• Conduct a brain dump: Have the departing employee list out everything they do, from daily tasks to annual responsibilities.
• Identify tribal knowledge: What information does this person have that isn’t written down anywhere?
• Prioritize based on impact: Think about what knowledge, if lost, would cause the biggest disruption.
• Try job shadowing: Let the new or remaining employees follow the departing one like a curious puppy. It’s amazing what can be learned by simply watching someone work.
• Institute mentorship programs: Pair the departing employee with their replacement or team members for focused knowledge-sharing sessions.
• Create detailed documentation: Encourage the departing employee to create “how-to” guides, process maps, and FAQs. 
• Make video tutorials: For complex processes, nothing beats a good old “show and tell” video.
• Cross-train employees: Start this process early by rotating responsibilities among team members to spread knowledge.

Communication and Collaboration

Transitions can be unsettling times. Be upfront about the changes, the reasons behind them, and how they might impact the team. This transparency builds trust and reduces the rumor mill’s productivity. Try some of these tricks to promote effective collaborations:

• Set up regular check-ins: Think of these as pit stops in a race, ensuring everyone stays on track and addressing issues as they arise.
• Use multiple channels: Some people prefer emails, while others favor face-to-face chats. Using a mix of channels increases the chances of your message reaching everyone.
• Encourage two-way communication: Make it clear that questions and concerns are welcome. Remember, it’s not a monologue — it’s a dialogue.
• Be clear about roles and responsibilities: Everyone should know who’s doing what, when tasks are due, and why they matter.

Transition Timeline

A good transition timeline is like a well-planned road trip — it takes you where you need to go without unnecessary detours. To ensure a smooth process, it's important to stay on top of key dates and milestones, which may include the following:

• Announcement of departure or new role
• Start of the knowledge transfer process
• Completion of documentation
• Training sessions for replacements or team members
• Handover of key responsibilities
• Final day or start day for the new role
• Follow-up after the transition

Technology and Tools

The right tech can make your transition super smooth. It helps automate processes, ensures that nothing falls through the cracks, and makes knowledge easily accessible to those who need it. Some useful tools you might want to consider adopting are:

• Knowledge management systems: Tools like Confluence or Notion can be your digital filing cabinet for all the juicy company knowledge.
• Project management tools: Platforms like Asana or Trello can help track the progress of the transition.
• Communication tools: Slack or Microsoft Teams can help keep conversations organized and accessible.
• Video conferencing: Zoom and Google Meet are great options for those all-important face-to-face interactions, even when working remotely.
• Screen recording software: Programs like Loom can be great for creating video tutorials. 

How to Create an Employee Transition Plan (Step by Step)

Now that you’re familiar with the key components, let’s walk through the process of creating a transition plan step by step. It’s like following a recipe, but instead of a delicious meal, you get a smooth transition (which can be just as satisfying!).

Step 1: Assess the Situation

Identify the role being transitioned and determine the timeline. Consider the impact on the team and organization. Major roles may require a longer transition.

Step 2: Identify Stakeholders

Who needs to be involved in the transition process, and what are their roles and responsibilities?

Step 3: Conduct a Knowledge Audit

You need to know what you don’t know before you start looking for answers. Recognize the critical information that needs to be transferred, as well as any unique skills or relationships that need to be addressed before the transfer.

Step 4: Develop the Knowledge Transfer Plan

Choose appropriate methods (documentation, shadowing, mentoring, and others) and set deadlines for each component.

Step 5: Create a Communication Plan

Decide how and when to announce this transition, and be prepared to address questions and concerns. Plan for regular check-ins and updates after the dust has settled.

Step 6: Set up the Right Tools and Technology

Identify what tools will be used during the transition and ensure all parties have access to them and adequate training.

Step 7: Establish a Timeline

Set key milestones and deadlines. Remember to include buffer time for any unexpected issues.

Step 8: Plan for Continuity

How will ongoing projects be handled? See if you can dedicate any extra temporary support during the transition period, either by hiring a temp or borrowing someone from another department.

Step 9: Construct a Feedback Mechanism

Create a system to gather input on the transition process and facilitate future improvements.

Step 10: Review and Adjust

Regularly assess the plan’s progress and be prepared to make necessary adjustments as needed.

Example Employee Transition Plan [Template]

New Employee Onboarding Template

Employee Information

• Name of new employee:
• Position:
• Start date:
• Department:
• Direct supervisor:

Onboarding Timeline

• Pre-arrival preparations (1–2 weeks before start date)
• First day
• First week
• First month

90-day check-in

• Key Onboarding Activities
• Workspace setup
• IT system access and setup
• Introduction to team and key stakeholders
• Company orientation
• Role-specific training schedule
• Assignment of onboarding buddy or mentor

Goals and Expectations

• 30-day goals:
• 60-day goals:
• 90-day goals:

Check-in Schedule

• Daily (first week):
• Weekly (first month):
• Bi-weekly (months 2-3):

Feedback Mechanism

• New hire survey
• 30-day check-in with HR
• 90-day performance review

Departing Employee Offboarding Template

Employee Information

• Name of departing employee:
• Current position:
• Last day of work:
• Reason for departure:

Offboarding Timeline

• Departure announcement date:
• Start of knowledge transfer:
• Completion of documentation:
• Exit interview date:
• Last day procedures:

Knowledge Transfer Plan

• Critical responsibilities to document:
• Key projects to hand over:
• Important relationships to transition:
• Location of documented processes and information:

Exit Procedures

• Return of company property
• Revocation of system access
• Final paycheck and benefits information
• Non-disclosure and non-compete reminders

Communication Plan

• Internal announcement to the team:
• Client notification (if applicable):
• Out-of-office email setup:

Exit Interview

• Scheduled date/time:
• Conducted by:

Post-Departure

• Alumni network inclusion (if applicable)
• References policy reminder

Internal Role Transition Template

Employee Information

• Name of transitioning employee:
• Current position:
• New position:
• Effective date of transition:

Transition Timeline

• Announcement date:
• Start of knowledge transfer for the current role:
• Begin training for new role:
• Gradual handover of current responsibilities:
• Full assumption of the new role:

Current Role Handover

• Key responsibilities to transfer:
• Critical information to document:
• Training sessions for replacement:

New Role Preparation

• Training required for the new position:
• Key stakeholders to meet:
• Goals and expectations for the new role:

Dual Role Management

• Timeline for managing both roles:
• Priority setting for conflicting responsibilities:

Communication Plan

• Announcement to current team:
• Introduction to new team:
• Updates to relevant clients:

Check-in Schedule

• Weekly during transition month:
• Bi-weekly for second month:
• Monthly for months 3–6: 

Performance Expectations

• 30-day goals in new role:
• 60-day goals in new role:
• 90-day goals in new role:

Feedback Mechanism

• Transition survey:
• 90-day performance review in new role: 

Transform Your Employee Transitions into Engagement Opportunities

Effective employee transitions are more than just administrative processes — they’re crucial inflection points that can significantly impact employee satisfaction, productivity, and overall organizational success. By implementing comprehensive transition plans, you’re creating experiences that can boost engagement, preserve institutional knowledge, and strengthen your employer brand. 

A well-designed employee wellbeing program can amplify the positive effects of your transition plans. By incorporating wellbeing initiatives into your onboarding, offboarding, and role transition processes, you create a holistic approach that supports employees through all stages of their journey with your organization. This can help you reduce turnover because, as revealed in Wellhub’s Return on Wellbeing 2024 report, 98% of HR leaders say their wellbeing program reduces employee turnover.

Wellhub specializes in helping organizations create wellbeing programs that improve employee satisfaction, retention, and productivity. If you’re ready to complement your onboarding, offboarding, and ongoing experience with the right wellness package, speak with a Wellhub Wellbeing Specialist today!

You May Also Like:

• How to Use Wellness Solutions as Talent Acquisition Ammunition
• Get New Hires Up to Speed With Great Onboarding
• New Hire Onboarding to Hit the Ground Running

References:

• Flynn, J. (2023, February 8). 15+ Crucial Offboarding Statistics Offboarding Matters. Zippia for Employers; Zippia. https://www.zippia.com/employer/offboarding-statistics/
• Kosinski, M. (2023, May 30). Onboarding: The Key to Elevating Your Company Culture. Www.shrm.org. https://www.shrm.org/executive-network/insights/onboarding-key-to-elevating-company-culture
• Navarra, K. (2022, April 11). The real costs of recruitment. Society for Human Resource Management. https://www.shrm.org/topics-tools/news/talent-acquisition/real-costs-recruitment
• OfficeVibe. (2023, November 27). The state of employee experience, from here on out. Workleap. https://workleap.com/resources/the-state-of-employee-experience
• Weerarathne, R. S., Walpola, M. D. C. P., Piyasiri, A. D. W. D., Jayamal, I. A. U. M., Wijenayaka, T. H. P. C., & Pathirana, G. Y. (2022). “Leave or remain”: Intentions of Gen X and Y employees. Quality & Quantity, 57(3). https://doi.org/10.1007/s11135-022-01456-z
• Wetherell, E., & Nelson, B. (2021, August 12). 8 Practical Tips for Leaders for a Better Onboarding Process. Gallup.com. https://www.gallup.com/workplace/353096/practical-tips-leaders-better-onboarding-process.aspx