While onboarding an employee seems to be a more common procedure, employee offboarding is what an organization performs when an employee leaves the company. It entails organizing every step required to guarantee that you and the departing staff part ways respectfully. While most organizations devote significant time and money to recruiting and onboarding, employee exit management is often overlooked.
Overlooking employee exit management hinders your organization from receiving crucial feedback that can assist to correct any flaws in the company’s operations. A well-managed departure process, on the other hand, demonstrates to departing employees how much your organization appreciates them not only during their time with the firm, but also as they progress to other career aspirations.
Organizations that put in less effort and attention to the offboarding process risk subjecting themselves to needless legal and security risks.
In this article, we’ll look at how an efficient employee offboarding process should run and also go over the stages in detail.
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What Does Employee Offboarding Mean In HR?
Offboarding is the process of removing a person from their position within an organization, which can be applicable for both employees who choose to leave and those who are laid off.
While an onboarding process is concerned with assisting new hires in adjusting to their new role, the offboarding process is concerned with providing employees with a defined process when leaving a position.
A good off-boarding program should:
- Be discreet and professional
- Prioritize protection of company corporate information
- Obtain all relevant information from the departing employee
- Include employee appreciation packages
- Provide references when necessary
How does Employee Offboarding Work?
Employee offboarding entails completing any outstanding tasks or objectives on an employee’s slate before they leave the organization. The entire procedure normally includes combing through old documents, giving over vital information and passwords, and paying any outstanding bills.
When an employee resigns, is fired, or retires from a company, the HR department is responsible for ensuring that they are properly offboarded.
Unfortunately, most organizations do not have a clear strategy for offboarding employees, making the employee exit management process challenging for HR departments. As a result, many important tasks might go undone, information can be mismanaged, and onboarding a new employee to fill that role can become difficult.
Configuring Your Employee Offboarding Checklist
Now let’s look at the main steps a HR manager needs to follow to ensure a smooth employee offboarding process for a departing employee.
1. Formal Termination, Resignation or Retirement Letter
When an employee is fired, retires, or resigns, the HR Manager or department must provide the employee with a formal letter of dismissal or retirement to sign for confirmation. In the instance of a voluntary exit, the employee should also be obliged to submit a letter of intent.
2. Scheduling the Exit Interview
Exit interviews should go smoothly because they are one of the last recollections an employee has of your company. As the HR person in charge of the exit interview, make every effort to generate a positive atmosphere.
HR schedules an exit interview with the employee once both parties have been properly notified. The interview should focus on their experience during their time with the company, their reasons for leaving, as well as their plans and next steps.
3. Informing the team & Clients early
Clients who interact with an outgoing employee on a regular basis should be notified of their departure, as well as introduced to any successors and reassured that their business is in good hands.
If the departing employee was a member of a team, make sure the team is informed before word gets out. Then, determine what the change will imply for the team and devise strategies to ensure that it has the least amount of impact on productivity.
4. Prepare the required paperwork for the Handover
To avoid productivity challenges and organizational hiccups, make sure the employee gives over all documents, access keys, and sensitive information before they depart.
Examine the employee’s contract to ensure that every clause has been covered. Remember to go over non-disclosure agreements, incentive packages, any refund on loans taken, and make sure that all agreements to protect the company from legal action or financial loss are honored.
5. The Handover Operation
The handover procedure entails finding a replacement for the outgoing employee and ensuring that the new hire has everything they need to succeed in their new position. If you don’t plan to replace the departing employee, make sure the remainder of the team has access to all of the documents and active files that the departing employee has left behind.
If a replacement is needed, the departing employee should be asked to develop a handover document with all of the information the successor will need to carry out the tasks. Account access, customer information, and other special methods of operation should be included in this document.
6. Deleting The Employee’s Database
After the employee has handed over all of the necessary paperwork, access, and information, their account should be inspected, and all access to corporate assets should be withdrawn. This should take place on the employee’s last day of employment, if possible.
Passwords to sensitive software and apps should be changed as soon as possible by the IT department. Closing emails and changing passwords to company assets should be done as soon as possible to avoid a security breach that may impact your firm.
7. Parting on Friendly terms
Your final interaction with the employee should be as friendly and encouraging as possible. Sending a thank-you card and including a personalized gift shows the departing employee and other personnel that your company values their contributions.
A farewell party will go a long way to show appreciation if the employee has put in significantly remarkable years of service.
Although many businesses overlook the importance of proper employee offboarding procedures, the security hazards connected with permitting employees to leave unattended can have serious long-term consequences.
As a result, Proten International strives to provide top-tier staff management services to its various clients via well-structured outsourcing alternatives, from the onboarding stage to the offboarding checklist.