Businesses spend a lot of time on their employee onboarding processes – where they set systems, procedures and protocols to ensure that all new hires in the company have smooth and consistent access to all the tools and training they need so they can perform in their roles.
At the other end of the spectrum, however, during the employee departure process, many businesses lack the same discipline when it comes to having a seamless and consistent employee “offboarding” process.
According to research from marketing firm Aberdeen, only 29 % of organizations have a formal offboarding policy in place. Another survey, by TEKsystems, revealed just 14 % of IT leaders agreed strongly that their organization had an effective employee offboarding process.
Simply put, offboarding – also known as employee exit management – is the formalized separation process undertaken when an employee leaves an organization.
Whether an employee resigns, is terminated or has been laid off, a consistent approach to the departure process is important for your business because:
- It shows a commitment to your employees and their experience with your company throughout their entire lifecycle as an employee.
- There are benefits associated with departing employees recommending your organization as a good place to work to family, friends and colleagues.
- It can assist with rehiring good employees again down the track.
- It is an opportunity to gather important feedback from departing employees about the reasons for their departure so you can identify any trends and make amendments to your organization’s culture if necessary.
- It ensures the sae deactivation and documentation of employees’ IT access rights. Insider threats can be a risk when employees depart with ongoing uncontrolled access to sensitive data.
- It emphasizes the company’s commitment to security and compliance.
- There is an improvement in productivity for managers, HR, IT and other areas when an employee departs the organization and they have an efficient and effective process to implement.
Without a universal offboarding process, it is likely that the approach being taken within your organization is haphazard, ad hoc, inconsistent, inefficient and may even leave your company vulnerable and exposed to risk.
Having a streamlined process, following a consistent steps and processes can help you to overcome these risks and understand who in your organization has the appropriate responsibilities when it comes to handling departing employees.
To make it easier for you, we’ve created a free template you can follow to ensure your offboarding process is as easy as possible and gives a consistent approach – with tasks to assign to different people in your organization. The offboarding process is generally carried out over a much shorter period of time than employee onboarding.
You may need to change this for any custom needs your organization has, but in general these are the things you should remember and not overlook:
1. Determine employee end date:
If the employee is resigning they will usually have to give the required notice under their contract or employment agreement advising when their last day will be. If they are being terminated (fired) or laid off (made redundant) their end date will usually be set by the organization. Whatever the end date is, this should be used to inform your timeline for the offboarding process.
(+5 more points)
2. Organize “handover” of responsibilities:
This is the responsibility of HR and the employee’s manager. The departing employee needs to provide a debrief to someone before they leave. Ideally this would be the person taking over their role, but recruitment times and processes don’t always allow this luxury. A manager or other team member should be allocated this responsibility. The handover should include:
(+6 more points)
3. Information technology offboarding checklist:
These are the steps to allocate to your IT and network security teams to ensure the departing employee no longer has access to sensitive company systems and data. This include:
(+9 more points)
4. Facilities management:
These are the steps to allocate to your facilities or property management team – or whoever is responsible for this within your organization:
(+4 more points)
5. Human resources, finance and legal:
These steps should be allocated to the appropriate corporate services areas such as HR, payroll, finance and legal teams:
(+8 more points)
Download the full offboarding checklist for free
How DeskAlerts can assist with your employee offboarding processes
When you need to communicate important information to the entire organization – or just to specific groups of employees – an internal communications software system such as DeskAlerts is a great tool to ensure that important information is delivered to those who need to see it in a way that can’t be ignored, skipped or missed.
DeskAlerts sends notifications to computers, phones and tablet devices and avoids getting lost in overloaded email inboxes.
For offboarding you can send alert notifications to specific teams, such as IT, finance, payroll etc advising them on a particular employee’s departure date and the tasks that they need to complete to ensure this happens smoothly.
Notifications can be scheduled in advance so you can also send reminders to the appropriate team members as the date and deadline approaches.
You can also use DeskAlerts to communicate the employee’s departure to the entire organization to keep everyone in the loop, and advise of any transitional arrangements for that team member’s work in the interim period before their role is filled.