Offboarding Employees: How to Do it with Ease
Employee offboarding is a delicate activity that should be thoroughly managed to ensure a departing worker has a great working experience at the end of his tenure with a company. The goal of offboarding employees is to establish the right impression in the minds of the employees.
Leveraging offboarding checklist helps in planning the process of employees exit by providing insight into the activities that are tailored to the organization and thereby ensuring that no critical data security step is left out.
For example, an IT firm has a risk of its sensitive data being sold to a rival company if the departure of its workers is not properly handled with an IT offboarding process.
In the next subtitle, we will discuss the offboarding procedures involving the necessary offboarding process steps to achieve a successful worker’s departure.
Offboarding Procedures: What are the Steps Involved
Offboarding procedures offer a helpful guide that will adequately structure the offboarding exercise of a workplace.
Below are the stages involved in the offboarding procedures:
Stage 1: Managing the termination process
When an employee is leaving a company through resignation, retirement or sack, the following activities are carried out;
- Documentation of the contract termination: the departing employee will sign a formal letter of resignation.
- Schedule an exit interview: an exit interview is arranged for the employee to give feedback on his experience with the company, role, and reasons for leaving the company.
- Inform the team members: the impending departure of a member will be communicated to other team members. Also, the management must ensure that the communication lines are open to ensure the team is supported and confident going forward.
- Communicate with clients: if the worker deals directly with the clients, they should be notified, and the person who takes over from the exiting worker should be identified.
Stage 2: Preparing the necessary paperwork
- Contract review: the final review of the employee’s contract is done to ensure everything is in order.
- Preparing compensation, benefits, and relevant tax documents: this entails processing outstanding employee reimbursement. Finally, prepare tax and benefits documents for the worker before his departure.
Stage 3: Planning the work handoff process
- Determine who takes over from the departing worker
- Identify the required training need: the departing employee will groom the successor to create no vacuum.
- Preparing information and files for handoff: the exiting employee will gather the relevant information or files that the successor will need access to, including passwords and account list.
Stage 4: Creating an employee checklist
The employee will go through the final checklist such as the following;
- Return company’s equipment such as ID badge, laptop, uniforms, and mobile phones
- Removal of personal stuff: clearing his desk or locker of any personal items
- Arrange office records, files or training materials
Stage 5: Account resetting
- Removing worker’s access to email and other systems
- Changing of passwords to which the employee has access to
- Notifying relevant teams of the change of personnel
- Updating the workplace’s organizational chart
Stage 6: Wrapping up the process
- Writing a thank-you note
- Giving the exiting worker a personalized gift
- Organizing a farewell party to send him off on a good note.
For example, Amazon offboarding process is referred to as the Pivot; it is a termination policy that focuses on the betterment of the departing employee.