Employee Offboarding Best Pratices
The effects of the Great Resignation and the current competitive job market have made it very important to find and keep top talent. But since the stock market has been going up and down, some businesses, especially tech startups, have had to lay off workers.
Offboarding employees is never easy, even if they are leaving on their own. This is especially true in remote or hybrid workplaces.
Any resignation, layoff, or departure from the company should ideally start a series of actions that make the process easier and more convenient for everyone. No matter how an employee leaves, offboarding should be done professionally to keep a good brand image, avoid hurting relationships, keep a strong culture, and ensure operations don’t stop.
A bad experience with employee offboarding could make a team member who is leaving say bad things about your business. Also, word gets around quickly in the age of employer reviews and social media.
Here are some key considerations to improve the employee offboarding process.
Why Employee Experience and Well-Being Is Important
During the employee offboarding process, the health and experience of a departing employee are crucial factors to take into account. Their experience may significantly impact how they view the group, which may result in them supporting or opposing it. If the exit is voluntary, pay attention to the person and make sure they feel heard.
Here are some best practices that every company should follow to make the employee offboarding process go smoothly:
1. Announce the departure
It’s essential to let the employee’s coworkers and teammates know about their departure well in advance, thank them for their work, and, if necessary, explain why they’re leaving and who will be carrying over their responsibilities. By doing this, you can make it less likely that people will talk about you at work.
2. Make a process checklist and automate it.
When HR managers use automation to eliminate an employee, they make a detailed form and a list of steps (a checklist) that must be done in order. These jobs are given to different workers and managers in various departments. Priorities and due dates for tasks are already set in the system, so the system notifies the right people if a manager doesn’t finish a task by the due date. The employee offboarding solution from Beyond Intranet comes with all these essential features and many more.
3. Make sure everyone follows the same procedure for getting off the ship.
Employees often think about how you and other team members helped them in similar situations. Use a standard procedure for almost all employees to leave your company. There may be a different way to fire employees or very senior members. The BI tool for employee offboarding will help you set up this standard mechanism and workflow.
4. Quick sharing of information
This is a significant part of your process for getting rid of employees. While you are trying to fill the open position, it might be hard to get most of the knowledge that the employee who is leaving shared with you in KT sessions or in written form. Also, it’s essential to keep an archive of all documents from former employees in a safe place that is easy to get to when needed.
5. Revoke asset access with ease
Suppose you don’t want former employees to be able to get into your systems and mess things up. In that case, you need an employee offboarding solution that immediately removes all access and user rights. As an employee’s last hour approaches, have someone on your team remove their access and hardware. This will make the situation easier. We can set up this task easily and give it to any member of your team to keep track of.
6. Exit surveys
When an employee leaves on their own, HR professionals should do exit interviews. People often argue about how useful exit surveys are, but they can also tell you much about what works well and doesn’t in your company. You should make a short questionnaire that employees can fill out on their own or with your help. With this information, you can stop other team members from leaving in the future. Using an automated program will make it very easy to keep this database up to date.
7. Make sure that all certifications and safety steps are taken.
Before an employee’s last day on the job, they must take care of a lot of paperwork and rules.
- Get the employee’s resignation letter and send it to him in writing.
- Tell IT and payroll that the employee is leaving.
- Add information to the HR database about the employee’s departure.
- Talk about confidentiality agreements, non-disclosure agreements, and statements of possible conflicts of interest. Talk about any fines that could be given for breaking an agreement.
- Take care of charges or refunds and cancel business credit cards.
- Find out if the worker has earned any time off that hasn’t been used yet.
- Give your employee their last paycheck.
- Give the employee leaving information about his benefits (insurance, 401k, etc.)
8. Maintain a positive relationship with departing employees
Ensure the employee has a nice going-away party, so they know they were appreciated during their time at the company. This will give them a good impression of him and allow you to hire him again if you want to. This will also lift the spirits of the team’s remaining members, who might be down because of the split. Don’t forget to tell the worker how much you appreciate his hard work.
9. Engage the former employee in an alum group
When a worker leaves a company, they can be excellent references. They know what it’s like to work at your company and can be a great resource for pointing applicants in the right direction. Put these things correctly to ensure the employee offboarding process goes well. You’ll also need a way to get in touch with them in the future. Alumni programs are a good way to stay in touch with people you previously worked with. They might be easy to set up, making hiring people much easier in the future.
Need some help improving employee offboarding experience?
Plan out your strategy to get all these points covered well. But How? It’s simple. Automate the whole process with Employee offboarding software by Beyond Intranet. To learn more about the features and workflow, visit us at: https://www.beyondintranet.com/employeeonboarding.
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