Offboarding is part of the natural employee lifecycle. It is especially relevant now, when many companies are struggling to survive and some have to make the difficult decision to part with their staff.
Employee exit management or ‘offboarding’ describes the predefined and consciously designed process that is implemented to separate an employee or contractor from a company seamlessly and in good faith following voluntary resignation, retirement, layoffs or termination.
Research shows that only 29% of organisations have a partially automated offboarding process, and only 5% have a fully automated employee exit procedure.
While onboarding and performance management get widespread attention from HR, these statistics show that the offboarding process is still underserved. This neglect can result in ugly backlash such as regulatory violations, data breaches, gaps in knowledge transfers, and reputational damage.
Because your goodbyes are as important as your hellos, we have put together 5 offboarding best practices.
1. CONDUCT AN EXIT INTERVIEW
The feedback of departing employees can be incredibly insightful. As they are no longer dependent on the income provided by the company, they will be able to be open and honest about their experience, which may unveil deeper issues behind turnover. An understanding of these issues will allow organisations to address them and ultimately improve retention.
2. SAFEGUARD KNOWLEDGE TRANSFER
Finding a replacement for a departing employee can take some time. Start the search of a replacement early to avoid a productivity drop. In the interim, urge departing staff to properly document project responsibilities, transfer process knowledge, and various ownerships of resources. If possible, get the exiting employee to train the new hire to ensure a smooth transition.
3. RETRIEVE COMPANY ASSETS
Many employees use company assets to conduct their job, such as computers and phones. Keep a record of these assets given to each employee on file throughout their tenure. This list can then be used to retrieve the assets during the offboarding process. Ideally, it is also agreed in writing that the employee will take appropriate care of the asset and in the event of loss or damage, the replacement cost may be deductible from their final pay.
4. ENSURE COMPLIANCE
It is crucial to abide by legal compliance standards in the offboarding process to protect the organisation against security risks. Although employees are likely to have passwords and access to company sensitive information, these privileges should not be available to anyone outside of the organisation. To be prepared, have a list of all the legal and industry compliance requirements on hand. Upon the announcement of departure, instruct the IT and procurement departments to revoke all access. Collect all keys and change the locks of keys that are not returned.
5. PART ON A GOOD NOTE
Regardless of the reason that an employee is leaving, it is important to leave things on a note. Show appreciation for their efforts, celebrate their achievements, be grateful for their loyalty and treat them with the respect they deserve. A memorable farewell will likely leave a positive final impression, encourage ex-employees to speak highly of their experience and ultimately increase the employer brand value.
It pays to make offboarding a priority rather than an afterthought and this can be achieved with the help of technology and automation.
Qualee's customisable journeys are Cloud-powered and mobile enabled, making them ideal for offboarding staff, from anywhere.
In support of all businesses during COVID-19, Qualee is providing a rebate of 3 months for any paid plan subscribed for 12 months.