Off-Boarding: What to Do When It’s Time for Employees to Move On

Off-Boarding: What to Do When It’s Time for Employees to Move On-feature image
May 12, 2023 Reviewed By : Megha Sharma .5 Min read

Onboarding is an exciting time for new joiners and the company, but the task of eliminating tenured employees can be stressful. Whether an employee has decided to move on and explore better opportunities or if the employee is poorly performing. Offboarding can leave you in a panicking situation demanding immediate steps for damage control. Along with choosing a successor for the job, you have to face the challenges of smooth offboarding like a fool-proof exit checklist.

However, if you prepare yourself for the off-boarding process from the beginning, employees moving on won’t leave you in a fix. As a business owner, you need to understand the circumstances which are causing your employees to leave their jobs. Also, when you are terminating someone, you need to ensure that you are abiding by the law.

Reasons Why a Robust Off-Boarding Process is Necessary?

hrms software

Smart employee off-boarding is not only about ensuring the overall efficiency of your organization but is also about averting financial consequences and gaps in your information security. Companies are often overpaying for health insurance premiums, because ex-employees’ record is often not updated timely.

Furthermore, as data security has become more important than ever, it is essential to include all data security measures in the offboarding checklist of your organization. Access logins of offboarding employees for VPN, email and cloud solutions must be called off right away.

To simplify the offboarding process and make it more effective, you need an automated HRMS software solution that can streamline exit formalities and remove any inconsistency.


HR-One HRMS for Proper Off-Boarding

HRMS software solution can play a significant role in making the process of off-boarding smooth, secure and efficient. Take for instance, the popular HR-One HRMS software solution. This software provides many important modules like workforce management and asset management, which can help in making every process from hiring to retiring hassle-free.

Let’s have a look at the essential steps to smooth off-boarding, and see how HR-One can be useful at every stage.

Communicate the Change to Concerned Departments

Not everyone in your organization needs to be intimated when an employee is leaving. But, you need to keep HR managers, the off-boarding employee’s manager and the heads of other concerned departments like payroll and IT in the loop. Through the custom dashboard of HR-One software, all concerned departments and professionals can be easily communicated about the notice period of an employee.

This procedure of communicating the change to concerned departments can help them take necessary steps for damage control. Also, the IT and payroll team can collate the required data to make the exit process streamlined.

Conduct Work Handover Process

The immediate manager of the offboarding employee can make the offboarding step quite easy by selecting a successor. The exiting employee muts be asked to train up the successor and make him/her ready for the new role through knowledge transfer. In case, the manager is unable to find a successor, the ideal process is documentation of technical, management and process-driven roles, and uploading it on the Time Sheet of HR-One software for the future reference.

Keep the Paperwork Ready

This trusted HRMS software solution can also make the paperwork process for off-boarding automated and streamlined. Exiting employees can easily raise tickets to the HR department for any queries related to smooth off-boarding. By using the help desk module, off-boarding employees can raise tickets for any pending bonus and reimbursements. Similarly, the HR team can use the automated payroll feature to collate data about the exiting employee’s leaves, reimbursement claims and advance loan if any. This way, the HR team can ensure full & final settlement on time.

Review Non-Disclosure Agreement with Employees

In the fast-changing business scenario, it’s important for employers to keep their trade secrets intact through a Non-Disclosure Agreement (NDA). Many offices have the NDA in place and employees have to agree to it at the time of recruitment. You can archive all NDA related documents on the employee self service portal for review during exit. This keeps the employers trade secrets safe from competitors.

Collect Physical & Electronic Assets

With asset management module in HR-One HRMS Software, employers can keep track of all the fixed assets with an employee. These include such as laptops, notebooks, company SIMs, dongles, etc. Users can track the record of asset issue and return dates, ensuring that they are timely collected.

Conduct Exit Interview

Exit interview gives employers an opportunity to ask the exiting employee for honest feedback and improve the bottom line. If the majority of offboarding employees are talking about a common concern, this software can help identify it. Further, you can take action against any common trend.

HR-One software can help modern-day organizations in establishing an automated off boarding process. Different modules of this software can make the off boarding process as frictionless as possible. From making the paperwork transparent and automated to ensuring itemized asset collection, HR-One is useful at every step.

Written by Kalpana Arya

Kalpana’s tech writing journey began in 2017 with Techjockey, and she truly belongs here! If she was not a technical content writer, she would have been a coder. Technical writing, especially for business software, is her passion, and she enjoys every bit of it. From addressing the pain... Read more

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