Managing Heat-of-the-Moment Resignations

Managing Heat-of-the-Moment Resignations

In a fast-paced and high-stress practice environment, emotions can run high, and tensions can escalate rapidly. On occasion, this pressure may lead to heat-of-the-moment resignations, where an employee impulsively decides to quit their job. As a dental practice owner or manager, knowing how to handle such situations professionally and effectively is crucial to maintaining a well-functioning team and ensuring continuity of high-quality care for your patients. This article will explore how to manage heat-of-the-moment resignations in a dental setting.

Remain calm and consider your response:

When an employee announces their resignation in the heat-of-the-moment, it can be surprising and emotionally charged. Heat-of-the-moment resignations may arise in relation to performance, investigation, or disciplinary proceedings, or in response to a stressful situation that has unfolded in the clinic. It's essential to stay calm and collected, even if you're feeling frustrated or upset in response to the employee. Avoid reacting with anger, blame, or making impulsive decisions and statements that may be inflammatory. Instead, aim to deescalate the situation by inviting the employee into a private space to discuss their view and decision.

A heated resignation may not necessarily be final, so maintaining a composed demeanour can create an opportunity for open communication. Give the employee a chance to express their concerns and frustrations. Sometimes, merely allowing them to vent can help defuse the situation.

Schedule a follow up meeting: 

After the initial resignation announcement, schedule a follow-up meeting once emotions have settled. This gives the employee time to reflect and consider the consequences of the resignation. During this meeting, encourage open and honest dialogue. Ask the employee about their reasons for resigning and be open to discussing potential solutions to their concerns.

It is important to listen actively and empathetically, acknowledging the employee’s feelings and concerns that have led to the heat-of-the-moment resignation. Even if you ultimately accept the employee’s resignation, a collaborative approach can help both parties’ part amicably.

Assess the situation: 

Once the initial emotions have subsided and you've had a chance to discuss the resignation with the employee, take time to assess the situation objectively. Consider the impact of their departure on the practice, the team, and patient care. Are there any specific issues or challenges within the practice that contributed to their decision? This may include but is not limited to bullying or harassment concerns, or attitude challenges among the team. Evaluate if there is any merit in their concerns and whether changes can be made to prevent future resignations of this nature.

If you believe that retaining the employee would be beneficial for the practice, explore ways to address their concerns and improve their work environment. Keep in mind that some issues may be beyond your control, but if there are actionable steps you can take to create a more positive workplace, is it in the practice’s best interests to explore these options.

Where the employee has raised that their resignation is due to bullying or a work health and safety matter, the practice should take all reasonable steps to assess and action the risk to ensure the wellbeing for all employees working in the practice. 

Offer support resources:

In some cases, employees might resign impulsively due to personal or work-related stress, rather than any deep-seated dissatisfaction. As a responsible employer, consider offering support and resources to help them deal with these issues. This might include access to an employee assistance program (EAP). Providing assistance can not only help the individual but also create a more supportive workplace culture generally.

It is always more beneficial to catch and address any work-related stress issues before they result in a resignation, however where this has been raised as a reason for the employee’s resignation, the practice should holistically assess and address the team’s work related stressors more broadly.

Confirm the resignation in writing:

To minimize heat-of-the-moment resignations in the future, establish a clear protocol for resignations within your dental practice. This protocol should include guidelines for how employees should communicate their intentions to resign, who they should notify, and the notice period required. By having these procedures in place, you can ensure that resignations are handled professionally and with minimal disruption.

Where an employee has verbally resigned, it is best to confirm that this is their intention via writing. This may be via an email or letter addressing the date and time that the employee made remarks about resignation and asking that they confirm in writing that this was their intention.

Consider the Impact on Patient Care:

The continuity of patient care is a top priority in the dental industry. When an employee resigns in the heat of the moment, it can disrupt patient appointments and care plans. Therefore, it's essential to have a contingency plan in place to manage patient care during the transition period.

Depending on the role of the resigning employee, you might need to reassign their responsibilities temporarily or hire additional employees. Communicate with patients affected by the transition, explaining the situation and any changes to their appointments if necessary. Ensure that patient care remains a top priority throughout this process.

Document the resignation: 

Proper documentation of the resignation is vital for maintaining clear records and protecting your practice from potential legal issues. Document the date and circumstances of the resignation, any discussions that took place, and any agreements or resolutions that were reached during the follow-up meeting. This documentation can be valuable in case of any future disputes or questions regarding the resignation.

Overall, managing heat-of-the-moment resignations in the dental industry requires a combination of emotional intelligence, effective communication, and a proactive approach. By staying calm, assessing the situation, offering support, setting clear protocols, considering the impact on patient care, and documenting the resignation, practices can navigate these challenging situations with professionalism and minimize the overall impact on the dental practice. Remember that prevention is always preferable to reaction, so work to create a positive work environment where open communication and problem-solving are the norm, reducing the likelihood of impulsive resignations in the first place.

For more information on this article please call the ADA HR Advisory Service on 1300 232 462.