Offboarding is the process by which an employee breaks up with people and the organization where he or she worked.
The offboarding period has a dual purpose. On the one hand, to help the organization become wiser in the selection and experience of employees and to minimize the impact of separation on the business. On the other, to use it to shape employees' final critical impressions of the company and the image they will broadcast to the outside world. Therefore, this process should not be neglected.
Let's look at how to build a proper offboarding process.
Here's an example of activities you can include in your offboarding:
Conduct an exit interview - An exit interview can provide you with a wealth of information. It can give you insight into your organization's strengths and weaknesses and how to improve the latter.
Here are a few points to bring to the table:
• If we could improve in any number of ways, how would we do it? Why isn't working for us good?
• Who really works hard at the company/who do you admire?
• What aren't we doing that we should be doing?
• What could we have done to make you stay?
• Has this job met your expectations?
• Would you recommend our company to friends looking for work?
• How was your relationship with your supervisor?
• How did you feel about the team when you first joined?
Communicate the termination to your coworkers. While it may be tempting to delay communicating the employee's departure until the details are clear, it's wise to share this information right away. The longer you wait, the more likely it is that people will fill in the blanks on their own, thereby turning a voluntary departure into a forced termination.
Return the company's assets. Now let's get to the practical side of the issue. Don't forget to ask the departing employee to surrender company equipment: company badges, credit cards, uniforms, phones, laptops, company car - anything. This may seem obvious, but practice shows that organizations often forget about their assets.
Lock down access to systems. The same goes for employee access to all systems, don't forget to revoke it. This usually includes email and internal platforms, but depending on the position, many other accesses may need to be closed. In the PeopleForce system, once an employee's termination date arrives, the account will no longer be available to the employee.
Thank the departing employee. In any case, when saying goodbye to an employee, finish by thanking them for their work, time, and energy.
Now let's move on to setting up the process on your system
Schematically, offboarding is set by the same logic as onboarding.
To create a new onboarding process, go to Settings -> PeopleHR -> Offboarding.
Example of creating a task
After creating an offboarding flow, you should proceed to editing and creating a task for it. The offboarding will be created as a chain of tasks for employees.
When creating a task, you need to name it, select the assigned employee (if the task is created for each employee, you just need to specify "Employee"). Select how many days later he gets the task and by what date it should be completed. You can also add a description to the task.
Creating child tasks
If you want to build a continuous task tree, you can create a child task on top of an existing one. The task will be sent only after the parent task is finished
Offboarding can only be assigned when an employee is terminated.
To make it easier to keep track of all employees who are offboarding, you should go to "Employees" -> "Offboarding" widget
If you haven't yet specified offboarding to an employee who has a termination date in the future, it will be displayed in the Offboarding widget, under Employees. This will simplify your assignment processes and keep you informed of who else to assign the process to.
After the offboarding is assigned, the employee will receive a notification in the mail about the start of the task. Below is an example of the notification that the employee will receive in the mail.
If the task starts in 3 or more days, the notification will come one day before it starts. Letters about tasks that are already overdue will not come in the mail.