When Your Talent Management System Administrator Leaves

Just when you thought your talent management administrator would "stay put" until retirement, he suddenly turns in his resignation and you are faced with the challenge of figuring out what knowledge he is taking with him when he walks out the door.

Sometimes the departure of an administrator isn't as permanent—for example, maybe it's a matter of temporary sick or maternity leave—but the absence of that resource can still affect your organization.

Planning for situations like these is critical to ensuring a smooth transfer of administrator processes and historical knowledge so your organization can continue at the same pace without jeopardizing the integrity or timing of critical talent management milestones.

What do you risk losing when an administrator leaves?

  • Historical knowledge – "why"
  • Process knowledge – "who, what, and when"
  • System knowledge – "how"

Losing this knowledge can take years to recover and adds a heavy burden on your internal team as they are tasked with bringing new administrators up to speed without the proper tools to help them be successful. Organizations must have a plan to ensure continuity during employee turnover.

Keep Calm and Be Prepared

Many times, the best advice is the simplest. President John F. Kennedy once said, "The time to repair the roof is when the sun is shining." That same philosophy can be applied to making preparations for the departure of a talent management system administrator. Do it now when you think everyone is "staying put"; don't wait for that resignation letter or medical leave of absence form.

One of the easiest ways to do this is to work with an experienced consultant to create a comprehensive Documentation and Training Package written specifically for your organization. While an administrator's knowledge is typically difficult to replace, finding a talent management system expert in advance will position your organization to seamlessly transition administrator responsibilities without missing a beat. You'll minimize the amount and depth of the knowledge that will be lost when resources temporarily or permanently exit your talent management team.

There's a clear advantage to tasking consultants with developing this package: they've done this for other clients and have developed a set of best practices from which you can benefit.


What Should Be in Your Documentation and Training Package?

Make sure the consultant includes these two key items in your package:

  1. Documentation of current processes, which documents, in detail, your current process and the usage of your current talent management systems.
  2. Administrator training programs, which consist of a tailored blended training plan for new system administrators so they can quickly acclimate to their new role.

Expert consultants can also provide you with a little—or a lot of—extra help when you need it most, from simplifying daily tasks and increasing user adoption to guiding your talent management strategies. This way, you can focus your resources on strategic initiatives and concentrate on what drives your business.

Learn more about administrator help for your talent management system.

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