HR managers usually pay a lot of attention to the HR onboarding process. But what about employee offboarding? Don’t you want your employees to leave your organization with a smile? Don’t you want them to share a positive offboarding experience with others? No matter what’s the reason behind employee offboarding, the last few days should be a memorable one. Keeping this in mind, many organizations integrate employee offboarding software to simplify the process.
Get a brief insight into employee offboarding
HR onboarding and offboarding are the two vital steps of HR management. However, not every company believes this. Even if some companies perform plenty of tasks during the onboarding process, they hardly have any formal employee exit process. If you follow the statistics, 70% of the organizations are only interested in employee resignations. Neither do they offer an experience letter nor do they make the employees feel better on the last day. Consequently, they end up losing $300 million of their revenue.
It seems like you are looking for a multitude of ways to simplify your offboarding process. The first and foremost thing to consider is an advanced offboarding software solution. The software is effectively designed to ease out the burden and reduce the time consumed. Keep reading the article to learn about the best practices that can make your employees feel great during their last days in the workplace.
5 Best practices to offer a seamless offboarding experience to your employees
- Learn more about the reasons behind employee offboarding: Employee offboarding can happen due to many reasons. It can be because of poor employee experience, low salary packages, ineffective benefits, and so on. No company wants to lose its talents and experience high employee turnover. Definitely, this is not good for the organization’s growth.
The only way to overcome the challenges is by learning about why employees are forced to leave the workplace. You can communicate with the employees separately to figure out the trends and identify the causes leading to this.
- Ask the employee to transfer knowledge to the successor: So, your employee has finally decided to leave the organization. Now, it’s time to find a new candidate from the pool of talents or choose a successor within the organization itself. If you have a talented and well-responsible professional in your team, you can certainly promote the person to take the higher position. In such cases, your next immediate job is to ask your employee to transfer the knowledge to the successor.
Before leaving the organization, your employee should educate the concerned person who will be responsible for taking the higher position. You can create documents, define the processes, and share the skills with the successor.
- Recover company assets: Don’t forget to take the company assets back in order to avoid vulnerable activities. The company assets can be mobiles, laptops, notebooks, and other equipment that are provided to the person at the time of their joining.
Once the employee completes the notice period, your next duty is to recover the company assets before he or she leaves the workplace. It contains essential credentials, documents, and many data that may affect the company if leaked out. Keeping track of the assets is your primary duty being a manager.
- Withdraw system access: No company enjoys cyber security breaches as it leads to heavy losses. What, according to you, gives rise to data theft in an organization? Studies have shown that most of the breaches come from former employees who had their system access even after leaving the company. Instead of looking for the people outside the organization, you need to involve yourself in finding the ex-employees who already have the system access.
Revoke the system access the moment an employee leaves the organization. This is an IT process that requires special attention. Whenever there is an employee offboarding, HR gets notified immediately. This step is very much important if you want a smooth offboarding process.
- Share exit documentation: At the time of employee offboarding, an existing employee requires a letter of acceptance, an employee experience letter, and many more. Earlier, employees are offered hard copies of all these documents. However, today, you can choose an employee offboarding software to distribute the documents online. Employees can get easy access to the documents and immediately download the letters from their portal or email.
Now the types of documents shared with the employees depend upon the type of separation they are having. Nothing is easier than digital employee offboarding in order to avoid the headaches associated with these exit documents.
- Complete the final pay: The final step of an employee offboarding process is to clear the dues and make the final payment to the employee. Different companies have different exit policies. Some prefer to clear the dues after 90 days; some perform the task immediately. You can share the policy with the exiting employee and ask them to cooperate with the management for the last time.
Final calculations are done by the payroll experts. Definitely, you can integrate the offboarding software with the payroll system to automate the entire process and generate payslips based on these.
Employee offboarding practices can be easily performed using a workforce management system that has a separate e-separation module. It uses several features that perform a plethora of jobs, from communicating with the employee to sharing documents and payslips. Instead of investing time and effort manually, you can look for a reputed software provider to address the problem.
The Bottom Line
Employee offboarding is equally important as employee onboarding. It drives strong employee morale, loyalty, satisfaction, thus creating better brand recognition among the prospects. Instead of letting your ex-employees speak something bad about your company, offer them key benefits to bring a smile to their face.
Don’t you want your employees to carry out the best thing about your organization? Don’t you want to provide them a lasting impression for lifetime? Just embrace the most strategic employee offboarding process.
Here, you can use a comprehensive workforce management system to simplify the onboarding and offboarding process and make the last days memorable. Get the best WFM system now!
