Graceful exits: Using tech for offboarding

Offboarding a departing employee isn’t as simple as waving goodbye and wishing them well. A streamlined and positive offboarding experience not only leaves employees with a lasting favourable impression but shows the rest of your team that the company cares about its people.

Offboarding is processing someone out who is leaving the organisation. Regardless of whether they’re leaving voluntarily or involuntarily, it can be an emotional experience. This makes it important to have a defined, comprehensive offboarding process that enables you to plan and execute smooth departures.

Efficiency and record-keeping are key to the offboarding process but so is covering off security issues. Access to internal company networks must be terminated, and company keys, keycards and mobile devices must be accounted for. A formalised procedure will mean nothing slips through the cracks.

The exact process you follow will differ based on the size of your company, the employee’s position in the company, and the reason for their departure. Use the following checklist as a guide:

Phase 1

• Obtain written resignation
• Provide written acceptance of resignation
• Review employee’s contract, and any NDAs and restraints of trade
• Inform employee about any benefits such as paid leave balances, retirement plans, or ESOP entitlements
• Determine last pay date and final paycheck
• Inform managers and team members about resignation
• Notify any customers if appropriate

Phase 2

• Obtain details of current tasks, outstanding projects and timeframes
• Onboard the replacement or assign departing employee’s responsibilities
• Conduct exit interview

Phase 3

• Account for return of company devices, keys, keycards
• Remove access to company software (e.g. Hubspot, Slack, Microsoft Teams), social media pages (e.g. Twitter, LinkedIn, Facebook), shared drives (e.g. Google Drive, OneDrive)
• Remove employee from company directory, website, and organisational charts
• Change account passwords
• Disconnect systems (e.g. email)

Using tech to automate the offboarding process is the best way to make sure offboarding is consistent and complete. It creates an audit trail of the employee’s exit and ensures security risks have been addressed.

TeamsPlus enables you to plan and execute compliant offboarding with confidence. It also means you can give the person who is departing the attention they deserve and leave a lasting favourable impression. It’s another chance to show that the company genuinely cares about its people.

Offboard your employees gracefully. With TeamsPlus.