When an organization needs to appoint an interim or fractional leader to temporarily fill an executive role, the announcement can set the tone for how well the transition will go. Communicating the change effectively ensures employees understand the situation and are prepared to support the incoming leader. Follow these best practices when announcing the new interim or fractional appointment to smoothly facilitate the leadership shift:
The announcement should concisely convey all the key details employees need to know.
Include the following information:
Providing context upfront helps avoid confusion and ensures employees understand the situation. Keep sentences succinct and straightforward using a friendly yet professional tone. Avoid unnecessary jargon or overexplaining details.
Before announcing the news company-wide, inform key stakeholders and the interim leader’s new team. Speaking to managers and direct reports first allows them to ask questions and gives time to digest the change.
Schedule meetings with each stakeholder group to personally introduce the interim leader and emphasize how the transition benefits the organization. This builds engagement in the process and gets critical players invested in facilitating a smooth shift.
When possible, announce the interim appointment one to two weeks before their start date. This gives people time to adjust to the idea and prepare to collaborate with the new leader. Avoid announcing it at the last minute - this can breed anxiety and skepticism.
Also, be thoughtful of business needs and timing. For example, avoid announcing right before major deadlines or initiatives so people can fully focus on the work. Schedule it for early in the week so employees have several days to process it before the interim leader starts.
Leverage both mass communication and targeted outreach.
Here are effective ways to share the announcement:
This blankets the organization through different mediums while also giving employees direct face-time with the interim leader. Combining mass emails with in-person meetings builds understanding and connection.
The announcement should highlight credentials positioning the interim leader as a strategic hire. Emphasize their skills, experience, successes, and unique qualifications that make them well-suited for the role. This immediately establishes credibility and authority with employees.
For example, “Mary brings over 20 years of experience driving product innovation and growth for consumer tech companies. Most recently, as VP of Product at SmartCorp, she led cross-functional teams to deliver award-winning solutions exceeding customer needs.”
This credibility is invaluable in securing employee trust and cooperation. Lean on their expertise to motivate people towards objectives they will oversee during their tenure.
Along with showcasing relevant background, explicitly express confidence in the interim leader’s ability to pick up the mantle moving forward. This affirmation from senior management enables employees to trust their guidance and direction.
For example, “We are confident Megan will excel in leading the sales team during this period. Her passion for developing talent and track record of motivating teams to peak performance will drive continued success.”
This sets an optimistic tone and positions the leader as part of the solution, not the problem. Avoid framing it as though they have to prove themselves or earn trust. The language should implicitly signal the leader is qualified and ready to go on day one.
Provide clarity around what will happen moving forward both during and after the interim appointment.
Explain how the leader will be onboarded and supported in their new role. Outline what the transition plan entails and who employees can contact with questions or assistance getting up to speed. This proactive transparency is reassuring.
Additionally, clarify next steps for hiring permanent leadership if applicable. Share the timeline, explain the recruitment and hiring process, and promise to communicate updates.
This demonstrates a clear plan is in place to find ongoing leadership. The interim role is a stopgap measure to facilitate this, not a big unknown.
While leadership changes, remind employees the organization’s vision remains the same. Reiterate shared goals, priorities, and guiding principles that persist despite the transition.
Position the interim leader as ready to pick up the torch of the company’s core values and continue marching towards the mission. Frame their role as providing steady guidance to stay on course until permanent leadership is solidified.
Encourage employees to ask questions and share input about the transition. Provide the interim leader’s contact information and ways to set up meetings or share concerns.
Promote transparency by creating safe forums for people to voice apprehension, confusion or resistance. This could include small group discussions, anonymous surveys, town halls, or one-on-one check-ins.
Monitoring the pulse in real-time enables the interim leader to respond to issues quickly before they grow. Proactively addressing concerns also builds trust in their desire to understand employee perspectives.
Communicate that the interim leader has full backing and availability of senior management to position them for success. Highlight resources in place to set them up for a smooth transition.
For example, “Mary will meet with David weekly to discuss key initiatives, priorities, and any guidance needed to keep momentum. The executive team is here to support Mary and eliminate any blockers.”
This demonstrates the organization’s shared commitment to their tenure going well and achieving continuity despite the turnover. Employees will mirror the level of support shown from the top-down.
Where applicable, reiterate the transitional state of the interim appointment. For example, if the leader is temporarily filling the role until a permanent department head is hired, emphasize the short-term and situational nature.
Remind employees this is not a reflection of the previous leader’s performance but rather a needed bridge during a vacant stretch. Framing it as a band-aid solution reassures people the change is not permanent or reflective of deeper issues.
Being transparent that it is a time-bound patch supportive of hiring goals quells speculation of larger underlying problems.
Thank employees in advance for their cooperation and teamwork during the transition period. Acknowledge change can be both exciting and challenging. Appreciating their willingness to adapt demonstrates confidence in their agility and commitment to shared success.
For example, “We appreciate your support making James feel welcomed and working collaboratively with him during this interim period. Our organization’s resilience is rooted in our people’s professionalism.”
This motivates engagement in solutions over dwelling on the problem. It also solidifies the interim leader’s authority by aligning them with gratitude and a spirit of partnership.