Offboarding Process

Achieve a Seamless Exit from Your Company

 

The offboarding process is the method of managing a formal separation between an employee and a company. It is a process that speaks volume about an organization and how the departing employees perceive it. According to Tiffanie Ross, Senior Director of AIRS, “it speaks to the fact that you, the employee, matter. You are important, no matter the reason for the departure.”

 Employees’ exit from a workplace could be dicey at times and thus causing the departing workers to feel dissatisfied, unappreciated, disrespected, and unimpressed with their working experience. An effective offboarding process helps avoid the common drawbacks of the employee’s exit and improve the overall transition for both the employer and employees.

A survey conducted by Cyber-Ark, a security firm, revealed that 88% of IT workers would take sensitive data and information with them if they were fired, and 72% of CEOs in a Code42 report admitted they had taken valuable intellectual property from a former employer.

Indeed, a strong offboarding process is essential for protecting an organization’s sensitive data and ensures no bad blood exists between the employer and the departing employee.

This article discusses the significant roles an effective offboarding process plays in managing the exit of a worker from a company, how it can be planned, and offboarding procedures to ensure a hitch-free exercise.

Employee Offboarding Process

 

The employee offboarding process is as critical as the onboarding process. However, in an Intermedia study conducted, it was discovered that 89% of employees could access sensitive corporate applications after their exit, resulting in security breaches. 

Despite these huge risks, only 29% of global organizations have a formal offboarding process, according to Currentwave. An hr offboarding process safeguards every business firm by reducing employee theft by denying them access. Therefore, every organization needs to have an offboarding process document that details its offboarding policy to ensure a smooth exit of its workers. 

Of what importance is an employee offboarding process to departing employee and the employer.

  • It ensures both parties partway on the best possible terms
  • It prevents legal issues like contract disputes
  • It helps manage the logistical challenges of exiting a workplace
  • It helps in getting valuable feedback for improvement

Offboarding Process

About 88% of IT workers would take sensitive data and information with them if they were fired.


—According to survey conducted by Cyber-Ark.

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.

Offboarding Process

Only 29% of global organizations have a formal offboarding process.


—According to Currentwave.

On Off Boarding Process

 

The onboarding process introduces you to the company’s team, culture, and operational ethics to enhance your capacity to hit the ground running in your role. As stated above, offboarding meaning is a method that painstakingly manages your departure from a company to ensure you have a worthwhile working experience with your employer. 

Both the onboarding and offboarding processes are vital to the growth of an organization. Onboarding enhances your ability to perform effectively, while offboarding will soothe the relationship between you and your employer after your exit.  

An effective offboarding process ensures a remote offboarding that bids a proper farewell to the remote worker without severing the relationship between the employer and the remote worker. In addition, SuccessFactors offboarding allows companies to set up an exit process for employees leaving the company and safeguard them against security breaches. 

A tool like introdus, employee onboarding software, will manage every business organization’s onboarding and offboarding processes. Also, it will make you have a wonderful experience while working in a workplace and, at the same time, offers you hassle-free exit from the workplace.

In conclusion, it is not ideal for any organization to allow workers to depart with a disgruntled feeling. Their dissatisfaction could spur them to steal sensitive data from the company. However, an effective offboarding process ensures that the relationship between the company and the departing worker remains cordial and, at the same time offers the employer control over the sensitive data. 

Step into a successful offboarding with an easy to use online platform.

 

Get a free demo

We are using cookies to gather statistical data in order to improve your user experience. Read more.
Accept