Hi!
I am working as an HR Manager in a US-based IT company. The employee strength of this company is 220, and all the employees have experience ranging from 0 to 2.5 years. Therefore, the attrition rate is high as some employees are leaving due to marriage, relocation, and a few engineers are leaving for higher studies.
There are 4-5 resignations every month. The issue arises on their last working day when the employees leaving the organization send very sentimental or emotional emails, thanking people who had helped them and detailing their experience. Some even use Hindi words and write unprofessional content. This practice is not appreciated, especially when the same email is sent to the US Management and other mentors.
I have informed the employees that they can personally meet their friends on their last working day instead of sending emails to everyone. Despite my efforts to communicate that this practice is not appreciated, I ensure that the departing employee cannot use their system after the exit formalities are completed. However, the next morning, I often find long 'goodbye' emails (sometimes sent by someone else logging into their system). Alternatively, they send emails to everyone in India and the US except HR. The average age of employees here is 23 years, and most of them are fresh engineers from college, making it challenging to make them understand certain aspects.
Any suggestions on how I can curb this practice would be appreciated.
Thanks,
Sonal
From United States, Minneapolis
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1I am working as an HR Manager in a US-based IT company. The employee strength of this company is 220, and all the employees have experience ranging from 0 to 2.5 years. Therefore, the attrition rate is high as some employees are leaving due to marriage, relocation, and a few engineers are leaving for higher studies.
There are 4-5 resignations every month. The issue arises on their last working day when the employees leaving the organization send very sentimental or emotional emails, thanking people who had helped them and detailing their experience. Some even use Hindi words and write unprofessional content. This practice is not appreciated, especially when the same email is sent to the US Management and other mentors.
I have informed the employees that they can personally meet their friends on their last working day instead of sending emails to everyone. Despite my efforts to communicate that this practice is not appreciated, I ensure that the departing employee cannot use their system after the exit formalities are completed. However, the next morning, I often find long 'goodbye' emails (sometimes sent by someone else logging into their system). Alternatively, they send emails to everyone in India and the US except HR. The average age of employees here is 23 years, and most of them are fresh engineers from college, making it challenging to make them understand certain aspects.
Any suggestions on how I can curb this practice would be appreciated.
Thanks,
Sonal
From United States, Minneapolis
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Sonal, this is a regular practice observed in almost all companies. Instead of asking them not to send self-drafted emails, you can propose a standard template that contains basic information like personal email id, contact number, etc. Exit employee behavior is quite dynamic; they tend to make it more emotional. I hope this advice is helpful. As part of the exit process, make sure that the email id is disabled or blocked on the same day of the exit.
From India, Hyderabad
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From India, Hyderabad
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Thanks for your suggestion, Ram. I can look into the option of drafting a standard template because blocking email IDs may not be possible every time due to the time difference, as this is again handled from the US.
From United States, Minneapolis
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From United States, Minneapolis
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Create a list of Dos and Don'ts at the time of induction.
Send out an email from the HR wishing the outgoing employee, acknowledging his contribution, and copy all concerned (his team, etc.). This way, you may only expect a reply and avoid him sending another message to all. Alternatively, upon receipt of the resignation, send out an acknowledgment of registration with the dos and don'ts.
Regards,
Savita
From United Arab Emirates, Dubai
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Send out an email from the HR wishing the outgoing employee, acknowledging his contribution, and copy all concerned (his team, etc.). This way, you may only expect a reply and avoid him sending another message to all. Alternatively, upon receipt of the resignation, send out an acknowledgment of registration with the dos and don'ts.
Regards,
Savita
From United Arab Emirates, Dubai
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Dear Sonalduhra,
Your problem is almost existing in all companies, which can be controlled not by being friendly, but instead by taking leadership activities. If this practice continues, there should be a policy in the system that their papers will not be released if things continue like this. This remedy is not 100% sure, even though I am trying to implement it. In certain areas, we have to be rude and rigid so that the company's morale is not affected.
Thanks,
Vishnu
From India, Mumbai
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Your problem is almost existing in all companies, which can be controlled not by being friendly, but instead by taking leadership activities. If this practice continues, there should be a policy in the system that their papers will not be released if things continue like this. This remedy is not 100% sure, even though I am trying to implement it. In certain areas, we have to be rude and rigid so that the company's morale is not affected.
Thanks,
Vishnu
From India, Mumbai
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Hi Sonal!
You may take the following steps regarding this issue:
1. Frame a policy regarding the use of the emailing system and make it known from the beginning.
2. Remind the policy at the time of resignation (especially of not sending any personal emails).
3. Take strict action on defaulters (and set it as an example for others).
On a personal level, you may talk to the employees and spread the word that this behavior is not appreciated by the US team, and they look down upon such employees. (Bringing in the patriotic factor might also help 😉).
And tell us what happens!!
Thanks,
Ananya
From India, Pune
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You may take the following steps regarding this issue:
1. Frame a policy regarding the use of the emailing system and make it known from the beginning.
2. Remind the policy at the time of resignation (especially of not sending any personal emails).
3. Take strict action on defaulters (and set it as an example for others).
On a personal level, you may talk to the employees and spread the word that this behavior is not appreciated by the US team, and they look down upon such employees. (Bringing in the patriotic factor might also help 😉).
And tell us what happens!!
Thanks,
Ananya
From India, Pune
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1. A policy informing that mails cannot be sent to more than five people, unless work-related. If there is a default, the policy should state the course of action and adhere to it strictly.
2. Encourage them to personally meet with people whom they wish to thank and provide time for the same.
3. Monitor/curb bulk mails, work unrelated emails, and those sent to more than three recipients, after the papers are put down, through the technical department.
4. Most importantly, once a person resigns, have a session on the code of ethics to drive home the point.
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2. Encourage them to personally meet with people whom they wish to thank and provide time for the same.
3. Monitor/curb bulk mails, work unrelated emails, and those sent to more than three recipients, after the papers are put down, through the technical department.
4. Most importantly, once a person resigns, have a session on the code of ethics to drive home the point.
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Hi Sonal,
I read the whole thread. I would say YES to all of AnanyaB's suggestions except for the 3rd point. Hardly any action could be taken on members who have left, apart from the deduction from salary (as an offender of policy rules). That doesn't sound professional to me and leaves a very bad impression. If the employee goes for 'Word Of Mouth'. So go ahead and apply the addition to the organization's policy and send reminders when a member resigns.
+1 for Ananya :)
Prix
From India, Delhi
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I read the whole thread. I would say YES to all of AnanyaB's suggestions except for the 3rd point. Hardly any action could be taken on members who have left, apart from the deduction from salary (as an offender of policy rules). That doesn't sound professional to me and leaves a very bad impression. If the employee goes for 'Word Of Mouth'. So go ahead and apply the addition to the organization's policy and send reminders when a member resigns.
+1 for Ananya :)
Prix
From India, Delhi
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Please follow the advice given by ram2jo to block the email ID at the earliest so that such emails are not sent. Moreover, there is nothing to worry about even if they send emails; at the time of exit, they may express their frustrations. You can always question why they didn't raise these issues while in service to HR, as HR is always available to help them with their problems. Why do they choose to bring up these problems only at the time of exit? There's nothing to worry about, dear.
SK
From India, Delhi
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SK
From India, Delhi
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Hi Sonal,
Considering the average age and the years of experience of the engineers in your organization, employees at this level tend to get too rebellious and do not follow the policies set, especially when they know they are quitting the company and it's their last day. Also, you have spoken to employees every time about this, but people do not listen.
I would suggest the following: The requirement of a computer system or official ID is only necessary when the employee has to complete his/her assignments for handover purposes. Hence, discuss this matter with managers and above levels and try to complete the handover process by the employee to the manager one day in advance. Once the handover is completed, disable his/her official account and do not give access to the computer system. Keep the last day of the employee to complete the F&F part with other support groups. If you are questioned by the employee about why this action is taken, then share your concern about the goodbye emails floating on the last day when the employee leaves.
I am not sure how this suggestion will work, but if employees behave immaturely, then strict action should be taken by HR.
Regards,
Maithili
From India, Pune
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Considering the average age and the years of experience of the engineers in your organization, employees at this level tend to get too rebellious and do not follow the policies set, especially when they know they are quitting the company and it's their last day. Also, you have spoken to employees every time about this, but people do not listen.
I would suggest the following: The requirement of a computer system or official ID is only necessary when the employee has to complete his/her assignments for handover purposes. Hence, discuss this matter with managers and above levels and try to complete the handover process by the employee to the manager one day in advance. Once the handover is completed, disable his/her official account and do not give access to the computer system. Keep the last day of the employee to complete the F&F part with other support groups. If you are questioned by the employee about why this action is taken, then share your concern about the goodbye emails floating on the last day when the employee leaves.
I am not sure how this suggestion will work, but if employees behave immaturely, then strict action should be taken by HR.
Regards,
Maithili
From India, Pune
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