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Necessary things to know before Off-boarding an employee

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. There are many phases in a rigorous off-boarding process that 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 employee’s dismissal, firing, or retirement.
All though off-boarding an employee has many pros, it can also come with cons if not done in a correct manner.

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, he/she should immediately inform the HR department and then the HR team will notify the payroll and IT persons to make the off-boarding process can be smoothly executed in a timely manner. Share the last working day of 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 really important, 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 while 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 Consolidated Omnibus Budget Reconciliation Act (COBRA).
  • Prepare the final paycheck.

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

3. Exit Interview

Exit interview’s experience may vary as it depends on the circumstances the 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 deserve 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\her work as we never know departing employee can be a boomerang employee.

Share the feedback with the C-level employees who might come up with a plan to do some appropriate changes if needed. Try to resolve the issues, address any complaints which were highlighted by the departing employee.