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When team members are changed, the team leader needs to manage both the process of saying, “Goodbye” to one individual and saying, “Hello” to another.
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Quick reference
Changing Team Members
When team members are changed, the team leader needs to manage both the process of saying, “Goodbye” to one individual and saying, “Hello” to another.
When to use
Whenever a team member leaves the team, the process of losing the team member must be managed to protect the organization’s assets and maintain team morale. By the same token, when a new person joins the team, the team assimilation process must be managed to ensure the new team member is able to quickly provide positive contributions to the team.
Instructions
As soon as you recognize that the team membership will be changing, you should start managing the process. Prepare for the loss of those who are leaving and prepare for the assimilation of those who are joining. Team members may need to change because the goals and objectives of the team changes – that will often also lead to a change in team leadership. Other reasons for changing are when people are promoted or transferred, they retire, they choose to leave the company, or they are asked to leave the company. Whatever the reason, manage the transition.
Losing Team Members
The major issue at this point is the remaining team members. They will often go through a grieving process. Acknowledge the loss, celebrate the contribution the person leaving (if that is appropriate), and honestly address the impact of the change to the team. Depending upon why the person is leaving, you should also check to ensure they are getting the appropriate benefits. Failing to do this can leave the remainder of the team wondering if their contribution is recognized of appreciated.
Adding Team Members
When adding team members; plan the assimilation process. I normally would assign another team member to be the “assimilation buddy.” They help to answer questions and coach the new team member on team dynamics and expectations. Also, manage the physical assimilation. Ensure the new person has a desk or work station. They get their security badge, IT accounts and passwords, or other assets that go with the job. As team leader meet with them soon within their first few days to review the team goals and their roles and responsibilities. Also, if they are a full-time team member, meet with them after about 90 days to review their performance and to ensure they have received all the required training or other certifications needed for the position.
Login to download- 00:01 Hello, I'm Ray Sheen.
- 00:05 You know in the life of almost every team, there'll be team member changes.
- 00:09 Some people will leave and others will join.
- 00:12 When these processes are managed well, the team cohesion is maintained.
- 00:16 When they are not managed well, the team becomes dispirited.
- 00:20 And their efficiency and effectiveness suffers.
- 00:23 So let's look at some principles that we should apply when team members
- 00:27 are changing.
- 00:28 First, lets acknowledge that we need to say, good-bye to those who are leaving and
- 00:33 hello to those who are joining.
- 00:35 And it is more than just saying some words.
- 00:37 There are best practices that can be followed to help this transition.
- 00:42 When the change is due to a change in the teams mission or goals,
- 00:45 there'll often need to be a change in team membership.
- 00:48 Different skills are required, leading to the addition of some team members and
- 00:52 the release of others.
- 00:54 As team leader, assess the team membership and make the needed changes.
- 00:58 Sometimes, we lose a team member when they move to a different position in
- 01:02 the company.
- 01:02 Usually this is due to a promotion.
- 01:04 So congratulate the individuals, acknowledge their contributions, and
- 01:08 celebrate with them.
- 01:10 This positive recognition will help the other team members say goodbye, and
- 01:13 act as an encouragement,
- 01:15 because they will believe that their own efforts are also appreciated.
- 01:18 Normally, this is not a difficult separation for
- 01:21 the team, because they know the person is still around to answer any questions and
- 01:25 possibly coach their replacement.
- 01:27 However, sometimes a team member is going because they are leaving the company.
- 01:31 If they are changing career fields you can often celebrate with them.
- 01:35 If they are moving to a competitor, we normally don't celebrate, but
- 01:39 it's okay to thank them for their contribution.
- 01:42 A key thing to watch for, in any case, is that the company assets are protected.
- 01:46 If they were issued a computer or a phone, it needs to be returned.
- 01:50 Passwords need to be changed and
- 01:52 security measures taken to protect systems and data.
- 01:56 Often there's little notice of their leaving, so
- 01:58 you may have to quickly scramble to replace them.
- 02:01 The third condition I want to mention, is when an individual retires or
- 02:05 chooses to leave the workplace, possibly for family reasons or
- 02:08 to follow their dream, in this case again celebrate their contribution.
- 02:13 The recognition encourages the rest of the team.
- 02:16 This is often a harder separation for team members because the individual will not
- 02:20 still be nearby in the organization, in case there is a question.
- 02:24 However, we often have advance notice of this type of team member separation, and
- 02:28 can get their replacement on board, in time for
- 02:31 them to provide some coaching before they go.
- 02:35 Bidding farewell to a team member is a process that needs to be managed.
- 02:39 If a team has been together for a while and
- 02:41 has been performing well, it's like losing a close friend or family member.
- 02:45 Some team members will go through the stages of grief.
- 02:48 Some team members will wonder how the team can continue on without that person.
- 02:53 One thing that the leader needs to do is to document what the person is doing.
- 02:57 So that their expertise can be passed on to their replacement.
- 03:00 Let's talk about some special conditions associated with losing a team member.
- 03:05 If the individual is staying with the company but is promoted or transferred,
- 03:08 celebrate the new opportunity for the individual, even if it is a retirement.
- 03:12 Retirees often keep close connection with the company.
- 03:15 So although they are no longer on the team.
- 03:17 They're often only a phone call away and
- 03:20 can provide some advice and counsel when needed.
- 03:23 If the individual is leaving because the company no longer needs their services.
- 03:28 There's often a lot of emotion and disappointment involved.
- 03:31 Both within the team and by the individual.
- 03:34 I found in this case, be compassionate but be honest.
- 03:38 For the individual, ensure they receive the benefits they're entitled to receive.
- 03:42 For the team, acknowledge the difficulties of continuing the team activities without
- 03:46 that person and help to find a path forward.
- 03:50 A third special case is when the individual leaves the company to go
- 03:52 to another firm.
- 03:53 If the company is a competitor, be sure to protect your company's physical assets and
- 03:58 intellectual property.
- 04:00 Change passwords and access codes, but don't burn bridges with the individual.
- 04:04 Even though you may feel that they've abandoned you and
- 04:07 are going over to join the enemy.
- 04:09 In today's fluid business environment,
- 04:12 many people find themselves working together again at some future time.
- 04:18 We also need to manage the process of assimilating new team members, so
- 04:21 that they quickly become productive assets on the team.
- 04:25 Let me start by saying we need to manage this process well.
- 04:28 Don't leave it to chance.
- 04:30 There's an old saying, you only get one chance to make a first impression.
- 04:34 Well, the assimilation process helps both you, and
- 04:37 the new team member make good first impressions with each other.
- 04:41 Prior to the arrival of the team member, prepare for them.
- 04:44 Have their desk or workspace ready.
- 04:46 Get their phone or computer if appropriate.
- 04:48 Make sure HR, IT, and security know they're coming, so
- 04:52 they can get access to systems and benefits immediately.
- 04:55 I often would assign someone to be their assimilation buddy.
- 04:59 This individual would coach them and
- 05:01 help to answer any questions about the team operations.
- 05:05 Take time during the first week to review the team goals with them and
- 05:08 answer questions about roles and responsibilities.
- 05:11 Check with their assimilation buddy to see if everything is going well.
- 05:14 I also recommend for full-time team members,
- 05:17 within the first 90 days, you monitor what's happening with them to ensure
- 05:22 that they've receive any training or orientation.
- 05:25 In addition, I suggest you meet with them to review their performance.
- 05:29 Sounds like I’m suggesting that they’re on probation for the first 90 days, they are.
- 05:34 Changing team members is a necessary part in the life of a team.
- 05:39 It's not always fun.
- 05:41 In fact, it can be emotionally draining.
- 05:44 But doing it well, will keep your team at a high level of performance.
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