KEY POINTS:
Every employer has been through it - finally you seem to have stabilised your team, everyone's working well together, you're feeling confident about delegating and perhaps taking a well-deserved holiday.
Then, seemingly out of the blue, one of your star performers resigns. They're off to the competition and you never saw it coming.
But employees who are thinking of leaving nearly always provide hints, and savvy employers can see what's happening. Then, they are able to either do what is necessary to retain a star performer, or start the hunt for a replacement so the transition goes smoothly.
There are seven common signs that should alert you to a dissatisfied employee who is looking elsewhere.
1. A noticeable change in attitude. A normally outgoing employee becomes quieter and more self-contained, or a normally quiet employee becomes more assertive and loud. Both of these changes can mean someone no longer cares what management thinks - even if they're not actually job hunting, it should alert you to a problem.
2. Less communication. Typically, employees who are thinking of leaving keep a low profile while they're job hunting. And if an employee who used to be full of suggestions and ideas dries up, something is going on.
3. Longer lunch breaks, frequent absences. Job hunting involves interviews, and they have to happen some time. If someone is away more often than usual, or longer than usual, chances are they're talking to prospective new employers.
4. More personal phone calls. This is another sign that interviews are on the cards - or job offers are being made. If an employee is consistently walking out of the room when taking mobile phone calls, start getting suspicious.
5. A neater desk. When someone's desk appears less cluttered than normal it could mean one of two things: they are doing less work than usual, thinking their days are numbered so there's no point in exertion, or they are taking personal effects home.
6. Changed holiday pattern. Especially if employees have lots of accrued leave, they may want to use it at short notice, to get a holiday in before they start their new job.
7. Changed work patterns. An employee who used to work late or take work home may decide they can no longer be bothered.
Alternatively, an employee who seldom took work home or put in extra hours may put in extra effort to get a special project complete before they leave. Any such change indicates a change in attitude that could spell departure.
Once you have spotted several of these signs, it's fairly safe to assume an employee is looking elsewhere. So what do you do about it? First of all, you decide whether this is someone you want to keep, or someone you are happy to let go - obviously your reaction will vary in each case.
If it's an employee you are not worried about losing, take the time you have now been given to prepare for finding a replacement. First, act as you would if the employee had resigned and analyse your needs. If they leave, do you need a direct replacement or do you need to reconfigure your staffing?
If you do hire, what will the job description for the new employee be? How will you find a new employee - can you start testing your networks now to sound out possible replacements or asking recruitment agents to keep an eye open for you?
By beginning to plan before the employee has actually resigned, you will be able to immediately swing into action once it becomes a reality, minimising the disruption.
No matter how strong it is, resist the temptation to speed up the employee's departure by making work a little less pleasant - it does you no good at all to have a disgruntled former employee bad mouthing your organisation to all and sundry, so ensure the separation is as pleasant as possible.
But what if it's an employee you want to keep? In that case, be direct and ask if they are looking elsewhere. Most people will not lie when asked, and even if they do it's usually easy to spot.
In some cases, a long talk with the employee, discussing their future and perhaps negotiating a new agreement will persuade them to stay. Encourage them to talk about what they enjoy about the job and what frustrates them - by changing some of the negatives you may be able to keep them.
Even if they do end up leaving, you will have gained some valuable insights about how to structure the position so you can hang on to future staff longer.
One mistake to avoid is making a counter-offer to an employee who has already accepted a job elsewhere. Studies show that employees who stay because a counter-offer is made typically leave within six months anyway, so it's not a strategy for long-term retention. Making a counter-offer also encourages other employees to start job hunting in the hope you will offer them more money as well.
If, despite your encouragement, a valued employee decides to leave, make sure the parting is amicable and you leave the door open to their coming back. Sometimes new jobs don't work out, and if that's the case, you would like this person to consider working for you again. Don't commit yourself, but ensure they know you would be happy to talk any time they are on the move.
By ensuring a valued employee leaves on good terms, you also ensure they continue to regard your organisation as a good place to work. That means you can keep them on your network for finding staff.
* Megan Alexander is a senior manager at Robert Half, Auckland.
