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Key takeaways
To redistribute work when an employee leaves, list their recurring tasks during the notice period, then give each task one of four destinations: a colleague, an outside team, a new hire or stop. A resignation is one of the best moments to identify outsourceable tasks, because the work is already being examined and nobody's role is threatened by moving it.
- List the leaver's tasks during the notice period.
- Destinations: colleague, outside team, new hire or stop.
- Record and document each task before they go.
- Do not let tasks land on the busiest colleague by default.
Want help deciding where a leaver's tasks should go? Message us on WhatsApp.
Chat on WhatsApp →Why is a resignation a good moment to rethink tasks?
Because the default is wasteful. Without a review, the leaver's tasks either go to the busiest colleague or wait for a replacement who inherits the same mix of skilled and routine work. Listing tasks first lets you move routine work out, give judgement work to the right colleague and hire, if at all, for what is left.
How do you sort a leaver's tasks?
Do it in the first week of notice, with the leaver.
- 1. List every recurring task from their diary, inbox and systems.
- 2. Flag each on the six signals.
- 3. Strike tasks nobody needs.
- 4. Mark judgement and relationship tasks for colleagues.
- 5. Mark routine tasks that pass as outsourcing candidates.
How do you capture knowledge before they go?
Ask the leaver to record each routine task on screen and write a one-page note for it. Capture passwords and system access through proper channels, not notes, and remove their access on their last day. Recorded tasks can be handed to an outside team within weeks, even after the leaver has gone.
What does this look like in practice?
A pattern we see: an administrator resigns. Their tasks are sorted in the first week of notice: routine tasks move to an outside team, judgement tasks go to colleagues, a few stop, and the rest justify a part-time hire. The replacement role is smaller and more focused than the old one.
Leaver task checklist
- List tasks in the first week of notice.
- Flag each on the six signals.
- Give each task one destination.
- Record routine tasks on screen.
- Hire only for what is left.
Next step
When the next resignation arrives, book an hour with the leaver in the first week to list their tasks before anything else is decided.
Message us on WhatsApp for the leaver task sheet, or book a 30-minute consultation.
Chat on WhatsApp →Sources and further reading
- Employment contracts and conditions: notice periods · GOV.UK
- Small organisations guide to cyber security · National Cyber Security Centre
Frequently asked questions
How should I redistribute work when someone resigns?
List all their recurring tasks during the notice period, then decide a destination for each: a colleague for judgement and relationship work, an outside team for routine tasks that pass screening, a new hire for what remains, or stop for tasks nobody needs.
Should I replace a leaver like for like?
Not automatically. Listing their tasks often shows that routine work can move out and some tasks can stop, leaving a smaller or different role. Hiring for the real remaining need is usually cheaper and gives the new person a clearer job.
How do I capture a leaver's knowledge?
Ask them to record each routine task on screen and write a one-page note covering triggers, steps and exceptions. Hand over system access through proper processes, and remove their accounts on their last day.
Written by
Global Bridge Labs (GBL) is a UK–Sri Lanka partner for social media, websites and BPO. Everything here comes from client delivery, not theory.
