09 February 2024
1. Purpose of this SOP
To outline the steps and guidelines that need to be followed when transferring an employee from one department or location to another within Wisani/NLA to ensure smooth and efficient staff transfers.
2. Role Players within the transferring process
a. HR Department
● Review and Approval: The HR department should review the expressions of interest and assess the eligibility of the employees based on established criteria for the new role. The HR Department should also involve the relevant Department Head and/or Manager in reviewing, interviewing and approving the transfer to ensure that it aligns with their team's needs.
● Communication: Communicate the outcome of the transfer request to the employees who expressed their interest, whether it's approved or denied. Provide feedback to employees if their request is denied, explaining the reasons and any potential areas for improvement.
● Preparation and Training: Once the transfer is approved, work with the transferring employee and the receiving department to facilitate a smooth transition. Identify any training needs for the employee to acquire the necessary skills for the new role, if applicable.
● Documentation: Prepare the necessary documentation related to the transfer, such as an updated Employment Contract and Offer Letter for the new role. Update employee records, including personal details, job title, salary, and reporting structure.
● Prepare an Announcement: HR should prepare an official announcement via email regarding the employee's transfer. This should be done AFTER confirmation from the Existing Manager that the team has been informed about the transfer of their team member.
b. Existing Department Head and Employee’s existing Direct Manager
● Meeting with Employee: The existing Manager should have a one-on-one meeting with the employee who is transferring to discuss the details of the transfer, such as the new location or department, the start date, and any relevant information about the new role. Express appreciation for the employee's contributions and dedication to the team during their time in the current position.
● Announcing the Transfer to the Team: Schedule a team meeting to announce the transfer. In the announcement, thank the employee for their contributions and highlight their achievements and positive impact on the team. Clearly state the employee's new destination (location or department) and the effective date of the transfer. Keep the announcement positive and appreciative, focusing on the employee's achievements and the value they brought to the team.
● Clearance and Handover: Ensure that the employee completes any pending tasks and hands over responsibilities to their successor or relevant team members.
● Opportunity for Farewell: Provide an opportunity for team members to express their appreciation and bid farewell to the transferring employee. Consider organising a small farewell event or gathering where team members can share their well-wishes and say goodbye.
c. New Department Head and/or Direct Manager
● Prepare the Announcement: The Department Head or Direct Manager should prepare an official announcement to inform the team about the transfer. Craft the announcement in a positive and welcoming tone to create a sense of enthusiasm about the new addition to the team.
● Team Meeting: Announce the transfer to the team well in advance of the employee's arrival, preferably a few days to a week before the effective date of the transfer. This advance notice allows team members to prepare for any changes and adjust their workloads if necessary.
Introduce the transferring employee to the team in the announcement, including their name, current role, and a brief overview of their contributions and achievements in the organisation.
Emphasise the valuable skills, expertise, or unique experiences that the employee brings to the team.
Mention how the employee's transfer aligns with the team's objectives and how their presence will contribute to the team's success.
Anticipate potential questions or concerns team members might have about the transfer and address them in the announcement.
Encourage team members to reach out with any inquiries and assure them that their input is valued.
Create a welcoming atmosphere in the announcement, expressing excitement about the employee joining the team.
Encourage team members to extend a warm welcome and support the transferring employee during their transition.
● Onboarding in New Role: Facilitate the onboarding process for the transferring employee in the new department, including introductions to the team and relevant stakeholders.
Provide necessary support to help the employee settle into their new role.
● Monitoring and Support: Monitor the progress of the transferred employee in their new role and provide support as needed during the transition period.
Address any challenges or concerns that may arise during or after the transfer.
Gather feedback from the transferring employee and their new team to assess the success of the transfer process and identify areas for improvement.
3. Checklist
A Checklist is annexed to this SOP which summarise the activities that need to be completed prior, during and after the transferring process. They assist all role players to track progress and follow up on outstanding actions
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HR Department
Wisani & NLA
Download this SOP here:
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