When Colleagues Vanish Without a Trace

Have you ever experienced the professional equivalent of being ghosted? Ghosting, often associated with personal relationships, refers to a sudden, unexplained end to communication. But it’s not just a personal phenomenon. It happens in the workplace, too.

One day, you’re firing off an email to a colleague you’ve worked with for years, and bam! An out-of-office reply pops up: “Thank you for your email, but I am no longer with the organization.”

Cue the shock and awe. You start mentally rewinding, trying to remember the last time you spoke. Then comes the frantic call to a co-worker, who casually drops, “Oh yeah, they left three months ago.”

Wait, what? Three months? You ask yourself, “How did I miss this? Did I skip a meeting where it was mentioned? Was there an email? Did I delete it?”

Welcome to professional ghosting, where coworkers suddenly disappear from the workplace. In higher education, this phenomenon doesn’t just disrupt workflows: It can have far-reaching implications for employee morale and, ultimately, student success.

The Problem With Disappearing Acts

Let’s pause for a moment. Have you ever thought about how we handle goodbyes in the workplace? Stop for a moment to reflect and ask, can we do better? Because when people vanish without notice, it’s not just awkward; it undermines trust and cohesion across the organization.

For instance, consider the departure of a longtime staff member. Without proper communication, students and staff are left scrambling to fill the void. Questions arise: Who will take over the workload? What was left unresolved? These unanswered questions can ripple through the department, causing stress and inefficiency.

It doesn’t have to be this way. And it starts with understanding one key concept: offboarding.

The Gossip Train Is Never on Time

In any workplace, an unannounced departure doesn’t just leave a gap in the workflow, it fuels the rumor mill. Suddenly, everyone becomes a detective. Did they find a better job? Leave in a huff? Win the lottery? Speculation can create more disruption than the actual departure.

In higher education, where collaborative relationships and institutional memory are paramount, clear communication about departures can prevent this chaos. Transparency isn’t just about managing gossip; it’s about maintaining trust.

What Is Offboarding?

Offboarding is more than just collecting keys, badges and laptops. It’s the process of formally and thoughtfully ending an employee’s tenure. Think of it as the other side of onboarding—critical for ensuring smooth transitions and positive lasting impressions.

Done right, offboarding provides closure for the employee and clarity for the organization. Whether someone is retiring, moving to a new role or pursuing other opportunities, this process fosters goodwill and strengthens the workplace culture.

In higher education, this is especially important. Faculty and staff departures can impact students, projects and even community partnerships. Proactive offboarding minimizes disruptions and ensures a more seamless hand-off of responsibilities.

When approached with care, offboarding can:

• Maintain continuity for students and staff,
• Celebrate contributions while respecting confidentiality, and
• Foster goodwill, turning former employees into advocates for the institution.

Not Every Goodbye Is a Celebration

Let’s be real: Not all goodbyes are happy ones. Some exits come with hard feelings or confidentiality requirements that limit what can be shared.

But even in these situations, it’s important to acknowledge the departure. Higher education institutions often reserve departure announcements for high-level roles, unintentionally signaling that other employees’ contributions matter less. This can erode morale and trust.

Recognizing all departures, whether a tenured professor or a front-line staff member, reinforces the value of every individual’s role in the institution’s success.

5 Strategies for Better Offboarding and Communication

After researching best practices and reflecting on my own experiences, I’ve identified five strategies tailored to higher education to make offboarding more intentional and effective.

1. Make offboarding a standard process: Offboarding shouldn’t be an afterthought. Develop a consistent process that aligns with your institution’s values. For example, a formal checklist might include conducting an exit interview, notifying stakeholders and documenting key responsibilities.
2. Communicate departures proactively: Don’t leave colleagues or students in the dark. Whether through a departmentwide email, a staff meeting or a digital newsletter, ensure that departures are announced promptly and respectfully. A clear communication plan minimizes confusion and fosters transparency.
3. Celebrate contributions when possible: While not every departure allows for a celebration, acknowledge contributions when appropriate. A thank-you email, a farewell gathering or even a shout-out at a meeting can leave a lasting positive impression.
4. Tailor offboarding to your institution: Offboarding should reflect your organization’s unique culture. For a university department, this might include a formal hand-off meeting for students or ongoing projects. Keep the process structured but adaptable to specific needs.
5. Turn departures into opportunities: Departures are a chance to learn and grow. Use exit interviews to gather insights into workplace dynamics or institutional challenges. By improving based on this feedback, you can make your institution a better place for current and future employees.

Final Thoughts

Offboarding doesn’t have to be awkward or disruptive. In higher education, where relationships and continuity are vital, a thoughtful approach to employee transitions can make all the difference.

Let’s commit to ending professional ghosting and embracing offboarding as a strategic opportunity. By doing so, we not only preserve trust but also build a culture where every employee feels valued—right up to their last day and beyond.

Thoughtful offboarding doesn’t just ensure smooth transitions. It can transform former employees into advocates for the institution. These individuals carry their experiences with them, becoming fans who amplify your institution’s reputation and values wherever they go.