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Necessary things to know before Off-boarding an employee

The employee Off-boarding process in HR means parting an employee from the company through the employee’s dismissal, firing, or retirement.

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The off-boarding process is never easy, as it is hard for employees to say goodbye to their co-workers, and for HR it is rigid to balance employee exit and recruit the off-boarding employee’s replacement. Many phases in a rigorous off-boarding process outline all of the rules that must be followed when the employee leaves the company, ensuring that there are no loose ends.

So, what is the employee off-boarding process in HR?

The employee Off-boarding process in HR means parting an employee from the company through the employee’s dismissal, firing, or retirement. Though off-boarding an employee has many pros, it can also come with cons if not done correctly.

Don’t worry! WebHR is sharing necessary things to know before the Off-boarding of an employee.

1. Communicate with Team

Once the respective manager receives the notice, they should immediately inform the HR department. Then HR team will notify the payroll and IT persons to ensure the off-boarding process can be smoothly executed promptly. Share the last working day of the departing employee to the network administrator so that they can remove system access or access to any software, shared drives, and email account(s).

2. Employee Off-boarding Checklist

Off-boarding checklist is essential, as it indicates the HR all the necessary things to take care of. Off-boarding checklist includes,

  • Recover company equipment or any company assets from the departing employee given during the onboarding process.
  • Preparing the final documents – Non-disclosure agreements, tax, and benefits documents.
  • Scheduling exit interview
  • Notify the benefits provider and check if you meet specific standards set by the Consolidated Omnibus Budget Reconciliation Act (COBRA).
  • Prepare the final paycheck.

The most important part is setting up reminders or alerts so you and the departing employees always remain on schedule.

3. Exit Interview

Exit interview experience may vary as it depends on the circumstances employee is leaving. In an exit interview, HR can have some valuable information as it is the most honest feedback you can ever get if the departing employee was exceptional during his job period he/she deserves reward and recognition. Make sure the employee receives an "employee experience and character certificate" which can help the employee to build a competitive resume.

HR person conducting the exit interview shall always create a positive and welcoming environment if the departing employee was one of the greatest in his work as we never know a departing employee can be a boomerang employee.

Share the feedback with the C-level employees who devise a plan to make some appropriate changes if needed. Try to resolve the issues, and address any complaints that were highlighted by the departing employee.