You’ll soon be saying goodbye to your summer temps they head back to school and your regular staffers return from vacations. Here are some things you can do to ensure a smooth transition and maintain office efficiency:
1. Conduct an Exit Interview
An exit interview can provide valuable feedback on the temp’s experience in your office. Ask about what worked well and any challenges they faced. This information can help improve the onboarding process and the work environment for future temps.
2. Collect Office Property
Ensure that all office property assigned to the temp is returned. This includes keys, ID badges, office supplies, and any company-issued devices such as laptops or phones. Make a checklist to verify that nothing is overlooked.
3. Revoke Access
Immediately revoke the temp’s access to office systems, including email, document management systems, case management software, and any other digital tools they were using. This is crucial for maintaining data security and confidentiality.
4. Review and Organize Work
Review the work that the temp completed over the summer. Ensure that all documents are properly saved, filed, and accessible to permanent staff. If any tasks are unfinished, make a plan for how they will be completed and by whom.
5. Update Client and Case Files
If the temp worked directly on client matters, make sure that all their contributions are documented in the relevant case files. This will help ensure continuity and prevent any issues when permanent staff take over.
6. Communicate with Staff
Inform the rest of the team about the temp’s departure. If the temp was handling specific responsibilities, make sure those duties are reassigned, and that everyone is aware of who will be taking over.
7. Provide Final Feedback
If you haven’t done so during the temp’s time with the office, provide final feedback on their performance. This can be useful for the temp’s professional development and may help them in future job searches.
8. Process Final Payroll
Ensure that the temp’s final paycheck is processed accurately and on time. Confirm that any outstanding expenses, such as reimbursements, are handled and that all payroll records are up-to-date.
9. Document Lessons Learned
After the temp leaves, take some time to reflect on the experience. Document what went well and what could be improved for the next time you bring in a temporary employee. This will help you refine your processes and make the next temp’s experience even better.
10. Plan for the Next Temp
If your office regularly hires summer temps, start planning for next year. Make a note of any skills or attributes that were particularly valuable, and consider what projects or tasks you’ll need help with in the future.
By following these steps, you’ll ensure a smooth transition when a summer temp leaves and keep your office running efficiently.