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A change in job role or internal promotion can be a great way for businesses to retain their top performing people in their organisation. There are some key considerations when implementing a change of this kind, such as ensuring that any internal offer is clearly communicated, and that any changes in pay, responsibilities and arrangements are in keeping with the employee’s contract and current employment law.
Implementing an internal promotion or role change requires careful planning and communication to ensure the transition is smooth for both the employee and employer. Below are some key steps to consider:
1. Provide Role Clarity
Updated Job Description: Clearly define responsibilities, expectations, along with any discussed and agreed key performance indicators (KPIs).
Discuss Compensation and Benefits: Address changes to pay and if applicable, other job-related remuneration or additional benefits on offer.
2. Plan the Transition
Trial Period: Implement a trial period; the purpose being to evaluate and review with the promoted employee their suitability and performance. Make sure that there are regular check-ins so that open discussions can happen as to whether both the employee’s and employer’s expectations are satisfactorily being met.
Handover Process: Facilitate a smooth handover of previous responsibilities to minimise disruption.
Transition Plan: Outline clear timelines and milestones for the employee to settle into the new role.
3. Offer Support and Training
Role-Specific Training: Provide any necessary training to bridge not just technical/operational skill gaps, but also people management training if their job requires for the first time looking after a team.
Coach/mentor: Assign a job coach (or if they are at a higher level, a senior Manager as mentor) to provide a support mechanism to help the employee navigate the new role. This is especially important if this is their first supervisory or management position.
Regular Check-Ins: Schedule frequent feedback sessions during the initial review period, then less frequently thereafter.
4. Communicate with the Team
Announce the Promotion: Share the news with the wider team to ensure transparency and celebrate the employee’s success.
Address Role Adjustments: Clarify any changes in team dynamics or responsibilities resulting from the promotion.
5. Monitor and Evaluate
Feedback Mechanism: Gather feedback from the employee and their Manager about the transition.
Performance Assessment: Evaluate the employee’s performance against the requirement of the role to ensure they are succeeding in their duties.
Adjustments if Needed: Be flexible in addressing any challenges or making adjustments if the transition proves difficult or unexpectedly problematic due to other influences, such as a team member who was unsuccessful at getting the same promotional opportunity.
Opportunity for a Trial Period
Our consultants often get asked if an employee being promoted can be placed on a new ‘probation period’, just in case things ‘don’t work out’.
In the UK, employees cannot typically be placed on a new probation period when moving jobs within the same business, or following a promotion because their employment contract remains continuous. A probationary period is generally used for new employees to assess their suitability for the organisation, and imposing one on an existing employee would risk breaching their employment rights, particularly if it undermines their existing terms and conditions.
Instead, a trial period in the new role can be implemented. This allows both the employee and the employer to evaluate and review the employee’s performance and suitability for the new position, without altering their fundamental rights or terms of employment.
What if the new role doesn’t work out?
If the employee does not meet expectations in the new role, reverting them to their previous role might be an option. However, this needs to be explicitly stated in the trial agreement to avoid disputes. Difficulties may arise if the employer is not able to hold the old job open for them, and the position has already been backfilled.
If the employee cannot return to their previous role and is subsequently dismissed instead, this could lead to claims of unfair dismissal. Dismissal should only be a last resort at the end of a formal process. Instead, the employer will need to work with the employee to demonstrate a proper performance improvement plan has been put into place to fully help, train and support the employee within their new job role.
Key Considerations
Legal Compliance: Ensure changes in role, pay, or responsibilities comply with employment laws and the employee’s contract.
Impact on Employee Morale: Recognise that promotions can influence team dynamics; manage this carefully to maintain morale.
Succession Planning: If the promotion creates a vacancy, ensure there’s a strategy to fill that role effectively.
In Summary
Clear communication, a fair trial period framework and support during the transition can all help mitigate any risks involved with an internal promotion, and help ensure the change is the positive and successful experience intended for all concerned.
A new role and any associated changes, including a trial period, should be agreed upon in writing, outlining clear expectations and outcomes. So, don’t forget to confirm the end of any successful trial in writing.
We can assist our clients with documentation and letters to support any trial period implemented.
Clients are welcome to raise any concerns with our Consultant team, who would be pleased to advise you on any element of the issues arising from this newsletter.