Temporary employees can be a great solution for filling skill gaps, managing workload fluctuations, or covering for absences. However, when their assignment ends, you need to ensure a smooth transition to avoid disruptions, errors, or loss of knowledge. Here are some tips to help you plan and execute a successful handover when a temporary employee leaves.
One of the first steps to ensure a smooth transition is to communicate clearly and regularly with the temporary employee, the staffing agency, and the permanent staff. You should establish the expected duration, scope, and goals of the assignment, as well as the roles and responsibilities of each party. You should also provide feedback, recognition, and support to the temporary employee throughout their tenure, and inform them of any changes or updates that may affect their work.
Clear lines of communication and a robust offboarding process that can be executed and governed will ensure consistency in the process and avoid any much needed knowledge walking out of the door without some form of transfer. Lean on your staffing agency or provider to provide best practice.
Another key step is to document the processes, procedures, and tasks that the temporary employee performs, especially if they are unique, complex, or critical. You should ask the temporary employee to create or update manuals, checklists, templates, or guides that explain how to do their work, and where to find the relevant information, tools, and resources. You should also review and verify the quality and accuracy of the documentation, and store it in an accessible and secure location.
A third step is to train the successors who will take over the work of the temporary employee, whether they are permanent staff, new hires, or other temporary workers. You should identify the skills, knowledge, and competencies that the successors need, and design a training plan that covers the essential aspects of the work. You should also involve the temporary employee in the training process, and allow them to share their tips, insights, and best practices with the successors.
A fourth step is to transfer the data, files, and records that the temporary employee has created, used, or modified during their assignment. You should ensure that the data is complete, accurate, and up to date, and that it complies with the relevant standards, policies, and regulations. You should also ensure that the data is transferred to the appropriate systems, platforms, or devices, and that the successors have the access and permissions they need to use it.
A fifth step is to collect feedback from the temporary employee, the staffing agency, and the permanent staff about the assignment, the transition, and the outcomes. You should use surveys, interviews, or meetings to gather their opinions, suggestions, and recommendations on how to improve the temporary staffing process, the work environment, and the performance. You should also use the feedback to evaluate the effectiveness of the transition, and to identify any gaps, issues, or risks that need to be addressed.
A final step is to thank and acknowledge the temporary employee for their contributions, achievements, and professionalism. You should express your appreciation and gratitude in a sincere and personal way, such as by sending a thank-you note, a gift card, or a certificate. You should also provide them with a reference letter, a testimonial, or a recommendation, if appropriate. You should also maintain contact with them and the staffing agency, in case you need their services again in the future.
Personally I believe that 'thanking and acknowledging' a temporary worker is a first step - not a final step. Do all that you can to integrate them into the team from day 1, make them feel included and valued - just like you do for your permanent team members. Alongwith all the other great advice given in this article, when it comes to asking a 'favour' post assignment ("how did you do that 1 thing again"), you're much more likely to have a positive response!
Try to refer them to similar projects in your contacts . Try to get their references . Show them we have mutual growth potential when we work together. Get the knowledge transfer properly and documented. Don't forget most of them has already got good contacts in the field. They can bring good business too in the future.