Managing Staff Transitions Without Losing Your Mind (Or Your SOPs)

by ​Daniel Elacqua, MBA, PMP

Let’s be real — staff transitions can be stressful.

Whether we like it or not, every organization experiences staff turnover. This inevitably leaves a gap that needs to be filled, and it’s pretty much always up to leadership to keep things moving smoothly.

Over the years, I’ve seen organizations handle this well. But I’ve also seen organizations scramble, patch things together with tape and best intentions, and hope for the best.

So how can you be the organization ready to manage staff transitions seamlessly? You’ll be happy to know there’s a simple solution. You need to have a solid training plan and part of that plan should include Standard Operating Procedures (SOPs). It’s important to have SOP’s in place before you need them.

SOPs Are Not Just for Big Companies
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When I mention SOPs, people sometimes picture a massive corporate manual that nobody reads. That’s not what I’m talking about. Even small teams benefit from documented processes. Think of them as a playbook for how things get done. It can be the difference between pure chaos and a smooth, seamless handoff when someone leaves.

In the simplest of terms, a good SOP should be:

• Clear – Make your SOP concise, easy to follow and understand.
• Accessible – Sounds like common sense, but keep the SOP stored in a file where your team can actually find it whenever needed.
• Up-to-Date – An SOP is no good if it’s old and no longer relevant. Make sure to keep adjusting your SOP as processes evolve.

If an SOP feels too long, complicated, or outdated – or if they can’t readily find it - people won’t use it. Remember - keep it simple.

Training the Next Person (Without Repeating Yourself 100 Times)

If you’ve ever had to train a new hire from scratch with zero documentation, you know how difficult that can be - not to mention time-consuming and just plain exhausting. To make matters even more challenging, if you don’t have a system in place, you’ll find yourself answering the same questions over and over. And over. Not exactly an efficient or effective way to manage staff transitions and training.

Here’s what I recommend to avoid these inefficiencies and set yourself – and your new team – up for transition success:

• Record video walkthroughs – A quick Loom video can save hours of training. Videos are a great complement to whatever written guides you have created – especially because there are different types of learners out there.
• Create a task list – Step-by-step guides make transitions easier. And who doesn’t love a checklist – and the satisfaction derived from marking tasks as complete?
• Have a shadowing period – If possible, have the outgoing person document their final weeks.

And if you’re thinking, “We don’t have time for that,” trust me — spending a little time upfront saves you way more time later.

When Things Don’t Go as Planned

Sometimes, staff transitions happen fast. Maybe someone quits suddenly, or leadership has to make a tough call. That’s when having a plan in place really pays off.

If you’re caught off guard, there’s no need to panic. Here are my suggestions for three steps to follow:

1. Gather key info ASAP – Find out what’s urgent and what can wait. 
2. Talk to your team – Keep communication open so no one feels left in the dark.
3. Adjust your SOPs – Learn from the experience and update processes.

The idea to remember is that transitions don’t have to be a mess. With the right systems in place, you can manage them smoothly, keep your business running, and avoid unnecessary stress.

Take Action to Implement Effective SOPs

We know that creating SOPs can be overwhelming. That’s why we put together a free resource to help you get them done right. Download our guide: SOP Writing Mastery and get specific tips, techniques, and steps to write clear, concise, and effective SOPs. 

Invitation: Join us for an Upcoming Webinar

We have lots of other great suggestions for designing and implementing effective SOPs. If you’re interested in learning more, please join our free webinar on April 17 at 11am EDT where my colleague Towsif Nasor and I will guide you through the journey of understanding what SOPs are, identifying your organization’s needs, creating tailored SOPs, and implementing them effectively. Hope to see you there!​