The email from Command read, “John Smith is no longer employed by this agency. His access to restricted areas has been revoked. Please treat Smith with the same courtesy you would as the general public.”
This email had been written the same way for the prior two decades. It was short. It was simple. It was slightly more professional than some of the social media posts we see from scorned exes. It was counterproductive to staff morale.
Smith had been with the agency for seven years and never been written up. He was a decent partner, a training officer and would likely be promoted if he stayed long enough. He coached local Little League Baseball. Smith’s wife brought in a Thanksgiving meal for Smith’s shift last year. Corrections staff members were still talking about that meal months later.
Most employees at the agency, sworn and non-sworn, didn’t know Smith personally and had no idea he had left. They also didn’t know why he was gone. Was Smith in trouble and forced out? Was he unhappy? The email did not provide any clues, but one thing was clear. John Smith was no longer welcome at the agency. His seven years of service didn’t seem to matter. One sergeant joked, “If you leave us, you’re dead to me.”
In 2022, Command staff made a few small changes to the email and all staff felt the impact immediately:
“John Smith recently tendered his resignation. As a result, his access to secured areas of the facility is the same as a member of the public (or allied agency if still sworn). In his 7 years with us, Smith got many of you through training. He was a positive contributor to our community and coached the little league for several seasons. Everyone on Smith’s shift remembers when his wife, Amy, brought a feast to those who had to work last year. Amy, thank you for sharing John with us all these years. Please join me in wishing Smith well in his endeavors. John, you’ll be missed.”
The first time an email like the one above was sent out, it was immediately noticed and talked about by both sworn and non-sworn staff in the agency and it made a positive impact on employee sentiment and loyalty to the agency. It was an idea a supervisor picked up in his own research and passed up the chain. Command staff was open to the idea of improving on separation emails and the impact was felt on day one.
Here are four reasons why you should treat departing employees with the respect and dignity that matches their service:
1. The story will be told inside and outside your agency
When a corrections professional decides to leave an agency, it can be a difficult and emotional decision. Whether they are leaving for personal reasons, a better opportunity, or because they are unhappy with their current supervisor, it is important for command staff and supervisors to promote a culture of respect for the leaving employee. Not only is a graceful separation from a leaving employee the right thing to do, but remaining supportive of and honoring the leaving employee’s past work has numerous benefits for the agency and staff members who remain behind.
Staff members who resign from an agency will talk about their experiences at the old agency. They will talk with your current employees and with the employees at their new agency. As a corrections officer makes connections at her new facility, she will relay her positive experience on the way out from your agency. Her new coworkers will see that she was treated with respect and support, even when she was leaving. Anyone from the new agency that is thinking about leaving is more likely to consider your agency next if they know your agency treats employees with respect, even on the way out.
2. You will maintain connections and cooperation
Most corrections officers who are not retiring when they leave an agency are headed to work for another corrections facility. Treating departing employees with respect can help to maintain a continued working relationship with the employee, even when he is employed elsewhere.
A departed employee may continue to mentor newer employees from his home agency. He may come across a new way to serve lunch at his new facility and report back to a favorite sergeant. Treating departing corrections officers with respect may also help to maintain a positive relationship with the officer’s new agency. If a departing training officer is leaving for another agency, treating them with respect can help build a positive relationship between the two agencies. This could result in cooperation between the two agencies for holding training that both will benefit from.
3. When you treat those who leave respectfully, you demonstrate honorable behavior to those who stay
Treating departing staff members with respect can help maintain a positive work environment for remaining employees. If corrections staff see that their departing partners are being treated with respect and dignity, it can help build trust and loyalty with an agency. This can result in increased morale and productivity, as employees feel valued and appreciated. On the other hand, if employees see that departing partners are being mistreated or disrespected, it can create a toxic work environment that will lead to increased turnover and decreased productivity.
Treating departing employees with respect can help mitigate legal risks for an agency. If an employee feels that they have been mistreated or discriminated against during the departure process, they may be more likely to file a lawsuit against the company. By treating departing employees with respect and following established policies and procedures, employers can help to reduce the risk of legal action being taken against them.
4. You keep the door open
When corrections professionals leave an agency they have been with for years, there is always some chance they will come back. Unless the resigning employee is a welcomed departure, agency command staff or a direct supervisor should have a face-to-face conversation with the employee prior to departure. Here is what I have said in the past. You should only say this if you mean it because it is a powerful sentiment with long-lasting effects:
“I’m sorry to see you go. Thank you for your dedication while you were here. You were great for this place. They are lucky to have you and I’m betting you will do very well for them. I’m excited for you in your new adventure. You have my number. Call me if you need anything. In my book, you are welcome back.”
Then you let them go with no strings attached. Do not play the victim. Do not “disown” a leaving employee. Honor the time a corrections professional gave you. Honor an individual’s autonomous right to make an adult decision. Know there was a valid reason behind the resignation in the employee’s mind. When you get the call six months or a year down the road, remember that an employee who wants to come back will be embarrassed. Honor the power of trying new things and learning from mistakes and make it easy for your old team member to come home.
Treat departing employees with respect and dignity to match their service and you will maintain their loyalty, even as they depart. You will also increase the loyalty and morale of the remaining employees.
