There are a number of reasons why you may be offboarding an employee, and not all offboarding procedures are the same. Whether it’s an ending contract, a voluntary resignation, retirement, or a layoff/firing, Electric is here to guide you through the best practices of offboarding.
A New Perspective on Employee Offboarding
Offboarding is often associated with unpleasant firings and layoffs, but the truth is, offboarding can be as much of a celebratory process as onboarding! Maybe an employee is leaving because of a new career opportunity, or maybe they are retiring after years of loyal service. In the more amiable cases,celebrating their achievements and showing gratitude for their contributions will result in an enjoyable offboarding process for everyone involved. If your company has an alumni network, encourage them to join. Showing employees that you care about them, even when they are about to leave, improves company culture and helps other employees feel confident in their company’s brand.
Preparing the Paperwork
Don’t let an employee leave without dotting all the I’s and crossing all the T’s! If you have any support teams, such as HR and payroll, let them know about a resignation or termination so they can prepare the proper paperwork. Prepare the applicable exit documentation and paperwork, including:
Signed resignation or termination letters
Signed non disclosure or non compete forms
You should also make sure you have the departing employee’s updated contact information on file, in case any paperwork needs to be mailed to them in the future.
Creating a Transition Plan
It’s important for everyone to be onboard when someone leaves the workplace. Create an exit notification group through Slack or e-mail with relevant managers and team members. Figure out what responsibilities need to be re-delegated, where emails should be rerouted, and what information needs to be transferred. If an employee is being fired, discuss what security measures need to be taken to avoid a data breach.
You may also want to follow up with any clients and contractors that were working with your offboarding employee. Let them know what transitions are taking place and who they should be in contact with once your employee leaves. Keeping everyone on the same page will be vital in preventing gaps in productivity and help keep your business running smoothly.
Automating the Employee Offboarding Process
Perhaps the easiest way to make employee offboarding pain-free is to automate the process. At least that's the case for thousands of Electric end-users. There are some elements of the employee offboarding process that just shouldn't be automated, but when it comes to re-provisioning company-issued devices or rerouting emails, automation can make the transition a lot smoother. And if all of this could be done in just a few clicks and minutes (rather than hours or days), why would you offboard an employee any other way? So, now seems like the perfect time to bring up Turbine by Electric. Turbine is a solution to the system administration headaches typically associated with both offboarding and onboarding processes i.e. device re-provisioning, revoking access to all accounts, email routing, etc. The following are just a few elements of the offboarding process that could be a lot easier with automation:
Recovering Company Equipment
Make sure to retrieve any company-issued devices and property that an employee may have. This includes computers, mobile devices, keys, credit cards, uniforms, and any other company owned equipment. Create a list of items that need to be returned and let employees know in advance when company equipment should be returned. All items should be returned before an employee leaves on their last day.
For offices that have a Bring Your Own Device (BYOD) policy, it’s a good idea to have your leaving employee meet with your IT admin to wipe company data off personal devices, whether it be a personal laptop, smartphone, or tablet. You should also revoke access to any software licenses and programs to keep your company data safe and secure.
Getting Feedback and Saying Goodbye
If an employee is leaving on good terms, having an exit interview may help your business to gain insight on how you can improve in different ways. Receiving criticism can be tough, but understanding the perspective of a leaving employee can ultimately help you improve employee retention in the future.
Again, Electric understands how rough the offboarding process can be, but we’re here to make it as painless as possible. Turbine can effectively streamline a formal on and offboarding process. All you need to do is plug in a few bits of info and Turbine does the rest. It’s fast and secure for a stress-free transition. Don’t let offboarding be a burden, schedule a demo for Turbine today.