Ask HR: Prepare for a Colleague’s Retirement and Address Deficiencies Identified in Feedback

SHRM President and Chief Executive Officer Johnny C. Taylor, Jr., SHRM-SCP, answers HR questions each week.

Do you have an HR or work-related question you’d like him to answer? Submit it here.

I recently started work in a new department. Just as I was becoming proficient at my job, the lead on my team announced she will retire in nine months. How can I best prepare to assume her duties in the interim? —LD

Your lead’s retirement announcement presents a terrific opportunity for you to develop new skills and demonstrate your ability to take on new tasks and responsibilities. Nine months is plenty of time to learn someone else’s role. Having this much time is not common. Retiring employees often want to ensure they’re leaving the job in good hands, so they typically cooperate with their replacements to help ensure continuity and a smooth transition. There are several steps you can take to be prepared to step in:

1. Understand your lead’s role. Spend as much time as possible shadowing her. Observe what her daily tasks are, how she approaches decision-making, and how she handles different situations. Don’t hesitate to ask about the reasoning behind her actions and decisions. This will help you understand the nuances of the role.

2. Expand your knowledge and skills. Determine what skills and knowledge are crucial to perform your lead’s role. These might include technical skills, industry knowledge, or management techniques. Ensure all processes, procedures, and essential information are well documented. This will be invaluable when you need to refer to it later. Focus on developing any areas of weakness by participating in training. Gradually start taking on some of your lead’s duties. This hands-on experience will help you build confidence and allow your colleague to provide feedback while she’s still employed.

3. Continue to build strong relationships. Work to strengthen your relationships with team members and colleagues in other departments. Consider asking for feedback from your lead and other colleagues, then use this feedback to improve and adjust your approach as necessary. Your approachability and willingness to collaborate will make the transition smoother for everyone involved and help you gain valuable allies across the organization.

4. Help create a transition plan. Work with your lead to create a formal transition plan outlining key responsibilities, important deadlines, and any training you need to complete. Establish clear milestones to ensure you’re on track to fully assume her duties when the time comes. Make sure you ask any outstanding questions before her retirement. This includes clarifying expectations and understanding any challenges you might face.

5. Maintain a positive attitude. Approach this opportunity with positivity. Your desire to succeed is clear from your question, and with preparation and determination, you’ll be ready to step into the lead’s shoes when the time comes. Demonstrating your commitment to and enthusiasm for the role can help reassure both your lead and your manager that you’re ready for the increased responsibility.

If possible, fully assume the role’s duties before the lead’s departure so you can experience the nuances of the job firsthand while you still have her support and wisdom. Having her guidance in those few weeks will give you time to uncover any elements of the role you may have missed and provide a safety net as you settle in.

By taking these steps, you can prepare yourself effectively for your lead’s retirement and set yourself up for success in your new role. Best of luck to you!

I just had my midyear review with my manager, who highlighted a few areas I need to work on. I want to improve in these areas by the end of the year. What’s the best way to ensure I’m on track without constantly asking my manager for feedback? —Patrick

First, let me applaud you for responding professionally and proactively to your recent feedback. If you’re not meeting with your manager regularly, you may want to suggest that. Regular meetings keep the lines of communication open while providing an opportunity to ensure your goals and priorities align with those of your manager and the organization.

Start by breaking down the feedback into specific, actionable items. Determine what success looks like for each area. Set SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals. Assess what you need to improve, and consider participating in additional training or shadowing a co-worker.

If you need to improve your time management skills, set a goal to meet all deadlines for the next quarter by using calendar reminders and productivity tools.

Seek a mentor within the organization who excels in the areas you need to improve. Consider taking external courses or attending webinars or workshops as part of your development plan.

Arrange a follow-up meeting a few weeks after your review to discuss your action plan and seek initial feedback. Use this time to discuss what’s working as well as what challenges you’re facing and how you plan to overcome them. Be open to adjusting your plan in response to your manager’s feedback and any new insights you gain.

Provide a written update to your manager detailing what you’ve accomplished and what your current focus is to keep your manager informed. Create specific milestones to track your progress. Ensure these milestones are spread out enough to allow for meaningful progress, but frequent enough to keep you accountable. After completing a significant task or project, ask for feedback on what went well and where you could improve.

Regularly reflect on your progress and be honest with yourself about areas that still need improvement. Demonstrate your commitment to professional growth by taking initiative and showing you value and act on feedback.

Creating a structured approach to addressing feedback shows your commitment to professional growth. You can significantly improve in the areas highlighted during your review by developing an action plan, using available resources, maintaining regular communication, and owning your development. This proactive approach helps you grow and demonstrates to your manager your dedication to continuous improvement and willingness to take feedback seriously.