Phase 1: Departure Meeting

Responsible: Integrator

Objectives

The Departure Meeting establishes the transition plan, communication strategy, and responsibilities associated with the team member's departure.

Confirm

• Final working date

• Departure type:

  • Voluntary Departure

  • Team-Initiated Departure

  • Leaving Real Estate Entirely

  • Joining Another Team or Brokerage

  • Becoming an Independent Agent

  • Moving to Another Industry

• Transition timeline

• Work that must be completed prior to departure

Knowledge Transfer Review

Identify any information, processes, or responsibilities that may not be adequately documented, including:

• Vendor relationships and contacts

• Passwords and account ownership

• Undocumented procedures

• Ongoing issues requiring follow-up

• Team responsibilities currently owned by the departing individual

Leadership should ask: "What are the things only you know, manage, or currently handle?"

Responsibility Reassignment

Determine who will assume responsibility for the departing team member's duties.

Examples include:

• Client communications

• Weekly seller updates

• Showing feedback

• Social media posting

• Blog writing

• Transaction files

• Lead management

• Administrative responsibilities

Communication Plan

Establish a communication plan for all relevant stakeholders.

Internal Communication

The team should be informed promptly following the departure discussion.

The brokerage should be notified after the internal team has been informed.

Client Communication

Determine communication requirements for:

• Active clients

• Pending transactions

• Prospects and active leads

• Past clients

• Sphere of Influence (SOI)

• Personal Database (PD) contacts

Active and pending clients should receive direct personal outreach whenever possible.

Referral Partners

Determine whether key referral partners should be notified, including:

• Mortgage brokers

• Lawyers

• Accountants

• Contractors

• Other strategic partners

Public Communication

Depending on the departing individual's role and the circumstances surrounding the departure, leadership may determine that a public announcement or farewell message is appropriate.

Discuss

• Active clients

• Pending transactions

• Active leads

• Personal database contacts

• Team property in their possession

• Access to systems and resources

Phase 2: Brokerage Notification

Responsible: Integrator

Notify the brokerage of the departure and complete any brokerage-required procedures, including but not limited to:

• License transfers 

• Compliance requirements

• Team roster updates

• Payroll requirements for salaried or hourly team members

• Any additional brokerage-specific offboarding requirements

Phase 3: Database & Lead Ownership Review

Responsible: Lead Realtor

Personal Database (PD)

Review all contacts associated with the departing team member.

Determine whether:

Option A – Team Continues Marketing

• Database remains within team systems

• Contacts remain active

• Regular marketing and communication continue

Option B – No Future Marketing

• Contacts are marked as Closed in FUB

• Removed from ongoing campaigns

• No further team communication occurs

If the Agent Joins Another Team or Brokerage

If a contact from the departing agent's Personal Database reaches out after their departure, leadership should determine how the opportunity will be handled.

Options may include:

• Referral arrangement

• Team servicing the lead

• Departing agent servicing the lead

The objective is to maintain professionalism, fairness, and reciprocity. The team expects the same if the reverse were to occur. 

Reassignment of Other Leads

All non-PD leads must be reassigned to other agents within the team appropriately.

Process:

1. Export lead list

2. Create reassignment spreadsheet

3. Determine lead redistribution

4. Update Follow Up Boss ownership records

Phase 4: Active Pipeline Review

Responsible: Lead Realtor

Review all active files and determine ownership moving forward.

Active Buyers

Determine whether each buyer will:

• Be reassigned to another team member

• Remain with the departing agent, where permitted

Active Sellers

Determine whether each seller will:

• Be reassigned to another team member

• Remain with the departing agent, where permitted

Pending Transactions

Assign a transition owner and document:

• Current status

• Important dates

• Conditions

• Closing timelines

• Outstanding tasks

• Client expectations

If Leaving Real Estate Entirely

The team assumes responsibility for active clients and transactions.

Compensation arrangements may be discussed where legally permitted.

Note: If a Realtor terminates their real estate licence, they cannot legally receive commission. It may be in their best interest to remain licensed until any pending transactions have closed and commissions have been paid.

Phase 5: Access Management

Responsible: Integrator

Immediate Actions

Reduce permissions to the minimum level required during the transition period.

Create Revocation Schedule

Document final access dates for:

• Follow Up Boss

• Google Workspace

• Canva

• Social Media Accounts

• Team Website

• Marketing Systems

• Team Email

• Shared Calendars

• Monday.com

• NexOne

• Webforms

• EOS Systems

• Referral Exchange

• DEXT

• BombBomb

• LastPass

• ShowingTime

• Realm / MLS

• Any additional team software or subscriptions

Final Revocation

All access must be fully removed on the designated offboarding date.

Phase 6: Return of Team Assets

Responsible: Integrator

Collect and document the return of all team-owned assets, including:

• Signs

• Sign toppers

• Lockboxes

• Business cards

• Marketing materials

• Team apparel

• Keys

• Office equipment

• Technology equipment

Maintain a documented inventory checklist confirming return of all items.

Phase 7: Intellectual Property & Branding

Responsible: Visionary

Clarify Permitted Use of Assets

Permitted

• Personal photographs

• Individual achievements

• Testimonials and reviews referencing the individual

• Personal marketing materials personally funded by the departing team member

Not Permitted

• Team branding

• Team logos

• Team colours

• Team fonts

• Team templates

• Team presentations

• Team systems

• Team training materials

• Proprietary processes or resources

Social Media

Existing social media content may remain published.

Future marketing must not imply an ongoing affiliation with Team Nick Fundytus.

Phase 8: Reviews & Testimonials

Responsible: Operations

Create an export or spreadsheet containing:

• Google Reviews

• Written testimonials

• Client feedback surveys

• Other relevant client feedback

Notes

• Reviews remain the property of Team Nick Fundytus and will remain associated with the team's platforms.

• Departing Realtors may reference reviews and testimonials in future marketing if they remain in the industry.

• Testimonials, surveys, and reviews must not be altered, edited, or misrepresented. For example, if a review mentions additional team members or the Nick Fundytus team, the review may not be altered to remove or minimize those.

Phase 9: Marketing & Public Assets Audit

Responsible: Marketing Team

Audit all team assets and identify where updates are required.

Review:

Website

• Team page

• Buyer and seller pages

Marketing Materials

• Listing presentations

• Buyer presentations

• Recruiting materials

Digital Content

• YouTube videos

• Training videos

• Educational content

• Blog author profiles

Create Tracking Document

Document:

• Assets requiring updates

• Videos requiring re-recording

• Photos requiring replacement

• Branding updates required

Phase 10: Role Transition

Responsible: Integrator with assistance

Review and reassign all responsibilities associated with the departing team member's role.

Examples

Realtor

• Active clients

• Open houses

• Lead generation activities

• Weekly content commitments

Marketing

• Social media management

• Blogs

• Video production

• Email campaigns

Operations

• Transaction coordination

• Reporting

• Financial processes

• Administrative workflows

Documentation Review

Ensure:

• The departing team member's role is documented in the Wiki

• Instructions and procedures are complete and current

• A replacement team member can assume responsibilities using existing documentation

• Establish temporary coverage plans until the position is permanently filled.