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Definition, Best Practices and How to Let Employees Leave with Tact (2022 Guide) – Forbes Advisor

A successful onboarding process will help your former employee and your company handle what might otherwise be an awkward, stressful and uncomfortable time. Here are our top eight steps to creating an efficient and tactful offboarding process:

1. Treat departing employees with fairness and kindness

Treat your departing employees with fairness and kindness, regardless of how they leave. Thank the departing employee for the work they have done and for the time and energy they have invested in their work and in your company.

A civilian departure protects companies from retaliation, legal threats, or data breaches, while potentially maintaining a positive, lasting relationship that keeps the former employee as a potential customer, brand ambassador, or industry connection. .

2. Determine reason for exit

The process for leaving an employee will likely depend on the nature and reason for the employee’s departure. A retiring employee may have a relatively simple exit process, while important insight into your business may be gained from an employee who resigns to work elsewhere. Terminated or terminated employees will also have to go through a series of different steps when it comes to offshoring.

3. Communicate on departure

While it can be uncomfortable communicating with the rest of your company about an employee leaving, the sooner you let the office know, the better. The longer you wait, the more likely it is that your other employees will fill in the details themselves. This can make things more uncomfortable or lead to a voluntary departure being considered a dismissal.

Avoid gossip or misunderstandings by sharing your employees’ departures and, in the case of a retirement, publicly congratulating and thanking the employee for their time and service. Whatever the reason, intentional or unintentional, it’s best to be honest with the rest of your team about why someone is leaving. Admit when management has made mistakes and show steps to correct them.

4. Secure ownership and revoke access

One of the easiest parts of the relocation process, which remains the same whether you are moving employees voluntarily or involuntarily, is securing company assets, revoking employee system access, and ensuring compliance. any other company protocol.

Be sure to ask the departing employee to hand over all company equipment, such as keys, badges, credit cards, uniforms, phones, laptops, cars, or documents. Although this may seem obvious, it ensures that an employee does not accidentally or intentionally disclose sensitive company data.

Additionally, be sure to revoke all employee access to your company’s online or offline systems as well as any alarm or portal codes. This can include emails, internal platforms, CRM systems, social media accounts and sales databases. In the event of an amicable separation, it is courteous to give your employee a warning or grace period to ensure they have time to delete any important personal email or other information that he might need or update the contacts who might need the new employee email.

5. Hold an exit interview to gather information and collect data

The exit interview is one of the most important parts of the offboarding process. The same way you interview a potential candidate to see what they can bring to your company, you want to interview a departing employee to see what their experience has been at the company. An exit interview gives you the opportunity to gather information and data on what your company is doing well and what your company could improve. Feedback from a departing employee about workload, company culture, management, and other employees can all shed light on areas you might not otherwise see.

We recommend that HR or another ‘neutral’ party arrange the exit interview in case the employee leaves due to the way they were treated by a direct supervisor. Also, be sure to take all comments seriously. Remember that any information you get from your employee is valuable and important, even if you don’t like it. Here are some key questions to ask:

  • Did the work meet your expectations? What were these expectations and how did he live up to them or not?
  • What was your relationship with your manager? Your colleagues ?
  • What are we not doing that we should be doing?
  • Who do you admire here?
  • What are some ways we could improve?
  • What’s fun (and what’s not so fun) about working here?

You may find that other questions or more specific questions are better suited to your business or the type of offshoring you are doing. Specific questions can help you ensure a more effective transfer of knowledge and develop you as an employer.

6. Ensure successful knowledge transfer

Whether you are hiring an immediate successor to replace the departing employee or restructuring existing positions to cover the employee’s workload, you want to retain the knowledge of the departing employee within your company. The specifics vary greatly depending on the job, but a few key things you should think about include:

  • Have a clear idea of ​​the employee’s daily routine
  • Ensure you have access to and understand all systems and files used by the employee
  • Know who an employee works with and to whom they report inside and outside your company
  • Understand how the employee prioritizes and accomplishes all their tasks
  • Determine if any of the systems they use will require extensive training before a replacement can use them

If the employee’s departure is amicable, asking them to create a document or video with the above information along with advice they could offer to their successor can save you a lot of time and money. silver.

7. Protect your business from lost productivity

The departure of an employee, whether sudden or planned, can put their many responsibilities and projects on hold. In some cases, other employees may be asked to step in to take on the responsibilities, which can be distressing and stressful for the work environment.

Be transparent and understanding with your employees about how the departure affects different teams or staff and be prepared for changes in everyone’s daily work routines. Pay remaining employees more for additional responsibilities, and develop and share a plan to handle any additional workload needed. Recognizing a lack of sustainability in a temporary situation is important for the continued success of an operation. Work with the departing employee to ensure a successful knowledge transfer and ensure all details are ironed out prior to the employee’s departure to minimize the impact on productivity caused by the departure.

8. Stay in touch

Staying in touch may not be desirable for either party, but if the employee is leaving amicably, staying in touch is a great way to show kindness and appreciation even if your employee leaves the company. This can be as simple as reaching out over the phone or email, grabbing coffee, or even inviting the employee to company events, depending on the relationship. Because employees may continue to work for contractors or clients of your company, an ongoing friendly relationship can benefit everyone.

It can also protect your business from dissatisfied employees threatening legal action or retaliation, but it can also help your business by allowing that former employee to speak well of you and your business. The employee’s successor may also need help with a specific task, and a positive relationship with the person who previously held that position can be extremely helpful.

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