Changing Team Members

Quick reference

• 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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