No company likes employees leaving the organization when they become assets to the whole system. Inevitably, all organizations lose some people over time. Once an employee has given notice, it also becomes important for HRs to transition them out of the workforce as quickly and efficiently as possible. Unfortunately, a vast majority of organizations still handle Employee Offboarding through error-prone manual processes, raising audit flags and sometimes disappointing send-offs.
The process of offboarding employees is as important as any onboarding process. And its usually HRs who feel the pain of it and the burden as well.
Some of the best practices that every organization should follow to have a flawless offboarding process are:
1. Announce the departure
It is important that teammates and co-workers of the employee should know well ahead of time that the employee is leaving, thank them for their service, and if it’s appropriate, let everyone know why they’re moving on and who will be taking over their responsibilities. This will help you minimize gossip and rumors disrupting your office environment
2. Prepare a checklist of the process and automate it
When HR leaders use automation in employee offboarding , they create a detailed form and a sequence of tasks (checklist) that must be completed from start to finish. These tasks are allotted to different employees/managers in different departments. Task deadlines and priority are pre-set in the system so when managers fail to complete a task within the deadline, the system notifies the concerned people. Beyond Intranet’s Employee offboarding solution provides all these basic features with lot of other advantages.
3. Follow uniform offboarding process for all employees
Employees tend to remember how you handle them and other team members in similar scenarios. So follow a uniform off-boarding process for nearly all employees. The process may vary for very senior members or when employees are fired. Our BI’s Employee Offboarding software will surely help you in creating this uniform mechanism and workflow.
4. Efficient knowledge transfer
This is an extremely important part of your offboarding process. While you are putting effort toward filling the vacant position, you may also struggle with getting most of the knowledge shared by exiting employee in the form of KT sessions or by documentation. It is also important for you to maintain that repository of all documents of ex-employees in a safe place where it is easily accessible when needed.
5. Revoke asset access with ease
To avoid the risks of ex-employees accessing your systems and wreaking havoc, you need an offboarding solution that provides automated de-provisioning of all access and user rights immediately. To ease this out, simply make someone on your team in charge of revoking the access and hardware, as well as employee gets closer to his last hour. We have the ease of building up this task and also easy assignment of it to any of your team for follow up.
6. Exit surveys
It’s important for HRs to conduct exit interviews when an employee is leaving on his own will. While the effectiveness of exit surveys is often debated, they can also lead to some good insights into what does and doesn’t work in your organization. It is recommended that you create a short questionnaire which employee can fill out with or without your assistance. You can use this information to prevent future employee assets from leaving your team. An automated software can do wonders for you in maintaining this database.
7. Ensure compliance with any certifications and security measures
There’s a whole lot of paperwork and compliances which you need to ensure before the final day of an separating employee.
- a. Secure the departing employee’s letter of resignation and provide him written acceptance.
- b. Inform payroll and IT about the employee’s exit.
- c. Enter employee termination information into the HR database.
- d. Review conflict of interest statements, non-disclosure agreements, non-compete agreements and confidentiality agreements. Also discuss any penalties that will apply if an agreement is breached.
- e. Process fees or reimbursements and close out company-issued credit cards.
- f. Determine whether the employee has any accrued leave that he hasn’t taken.
- g. Process your employee’s last paycheck.
- h. Provide your departing employee with information on his benefits (insurance, 401k, etc.)
8. Maintain a positive relationship with departing employees
Plan a decent farewell party for the employee so they know their time at the company was appreciated. This will not only leave them with good memories, but also open up the possibility that he may be re-hired later when you need him. This will also keep up morale for the rest of the team who may have negative feelings about the separation. And don’t forget to thank the employee for his loyal services.
9. Engage the former employee in an alumni group
Former employees who leave an organization can be great source of reference. They know the work culture of your organization and can be a great help in redirecting potential candidates. To get these things in the right order, try your best for a positive offboarding experience. You’re also going to need a way to communicate with them later on down the road. Alumni programs are a good way to create a network of former employees to keep in touch with. They can be simple to set up, and they can make the recruitment process much easier in the future.
Need some help?
Plan out your strategy to get all these points covered well. But How? It’s simple. Automate the whole process with an Employee offboarding software by Beyond Intranet. To learn more about the features and workflow, visit us at: https://www.beyondintranet.com/employeeonboarding.
Download the add-in now for free!