Handling Staff Inactivity

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HANDLING STAFF INACTIVITY

I frequently see people asking advice on what to do about staffers that have gone inactive. Unfortunately, there is no one way to handle this situation. But if you find yourself in this particular predicament, this document has some suggested courses of action for you.

ANSWER THESE QUESTIONS

Before you can determine what to do, you need to answer the following questions:

• How long has this staffer been inactive for?
• Did this staffer give me any warning about their inactivity?
• Is this a reoccurring behavior?
• Is this staffer making comments about “returning” or doing their job, but never actually does it?
• Is this staffer active on other forums or media, but not my own?
• What jobs does this staffer perform, and how vital are they to the site?
• Is there someone on the forum that can replace them, or can I take over their duties while looking for a replacement?
• Can I afford to wait any longer with this person?
• How much longer am I willing to give this person to get back into gear?
• How much energy am I willing to put into this situation?

The answers to these questions will help you figure out if this person needs to go immediately, or if you might still be able to salvage your staffer.

CONTACT THEM

In the event that you do not immediately need to remove this person from their staff position, your solution is to generally (attempt to) get in touch with them. Whenever you do this, make sure you have a complete and well thought-out message to send to them, instead of writing it all up on the fly. You will need to communicate to them these things:

• Your concern for them and their lack of activity.
• The jobs they have fallen behind on.
• The fact you need these jobs done, and the time-frame you need them done by.
• Do they wish to return to performing their duties? It’s all right if they don’t want to, you just need to know.
• You might also give them an ultimatum, stating that if their duties are not resumed you will have to find a replacement.

Remember to speak with them calmly, and do not be accusing. There is no need to make people feel guilty or to hurt feelings. Try to be as understanding as possible, while also making your needs clear. Keep in mind that you might not get an answer (or a timely one). Know ahead of time how long you are willing to wait to hear back from them before you retire the staffer.

The way your staffer responds to this will more or less tell you what to do: you either wait and give them a bit more time to get things in order, or you replace them and find someone else to do their work, or resorb it yourself. If they say they will resume their duties but do not by the specified time, then remove them and explain to them why.

Which, conveniently enough, is what you should do in the event you don’t want to spend any more time waiting on this person and wish to remove them from staff at once. Let’s move on to handling that part.

IF YOU DECIDE TO LAY THEM OFF...

Before contacting the staffer, have your message already written up. Do not write it off the top of your head on the fly in an instant messenger- this just provides the opportunity for them to put you on the defensive and engage you in a giant mess without ever having the chance to professionally get your point across. Explain to them the following:

• They are being removed from staff due to inactivity. State this clearly. Do not make it sound optional or like it is up for debate.
• That their efforts have been appreciated.
• Refrain from insulting them or using degrading language- it makes them feel like a small person and turns you into one.

An example of an appropriate termination letter is as follows:
“Dear Snufflewumps,

I must remove you from The 100 Acre Woods’s staff team, as many applications have not been reviewed in a timely manner or have been left in waiting. I understand that this is a busy time in your life, and do not want the forum’s needs to become more demanding than your own. I greatly appreciate all the help and support you have offered me as a staffer, and hope to still have the chance to play with you. 

Thanks for your time and understanding,
Hungry Henry”

If they wig out at you for that, then treat them as you would any other member causing problems.

And voila! That’s how you do.

Is there something you would like to see a guide for? Reply to this topic with your request! Have something you need advice on? Contact me privately and I'll respond to it in my blog!