Offboarding is an effective departure management technique in a company. This process aims to preserve the interests of the company and the employees involved. It becomes significant as soon as an employee stops working in the company.
The life of an institution often experiences significant changes such as the departure of an employee. Whether it is a resignation or retirement, this transition should be handled delicately to ensure a smooth separation.
The departure process is not just an administrative matter. It requires specific preparation involving different stakeholders. So, what is the definition of offboarding and how to successfully complete all its stages?
Understanding the Offboarding Process
Each departure in a company is a significant moment for both the departing employee and the company and other employees who stay. Therefore, through well-managed offboarding, the company should show its respect to this employee, regardless of the circumstances.
Definition of the Offboarding Concept
The term “offboarding” refers to the formalized process that companies initiate when an employee leaves their position voluntarily or involuntarily. It involves a series of actions and human practices put in place to ensure a peaceful, organized, and professional departure.
The implementation of offboarding begins as soon as the employee announces their departure. It includes the preparation for the departure, internal communication about the change, securing confidential information, and more.
It is worth mentioning that each of these elements plays an essential role in maintaining the integrity of the company. They also aim to promote good relations with departing staff members.
Why Is Offboarding Important?
Prioritizing offboarding means investing resources in a well-thought-out departure strategy that will benefit the company’s employer brand. This approach also helps to avoid potential legal issues arising from an unlawful termination of employment.
Offboarding is also important because it encourages the transfer of knowledge from outgoing employees to the remaining teams. It helps to:
- Easily integrate a new employee;
- Protect company culture;
- Secure the confidential information of stakeholders;
- Maintain healthy relationships with former employees.
The Benefits of a Well-Planned Offboarding Process
In a context where companies struggle to find talent, offboarding can be used as a recruitment strategy. Similarly, when done successfully, this process can be beneficial for both companies and transitioning individuals.
Benefits for the Company
Implementing offboarding allows companies to mitigate the risks of tensions and conflicts that may arise during these critical periods. It is helpful for creating a healthy environment, fostering mutual respect, and strengthening employee trust and motivation.
Furthermore, the departure process promotes a positive image of the company. This good experience can influence the perception of potential clients or future talent. It can also encourage a former employee to remain an ambassador within their network.
An employee’s departure is also a good opportunity to conduct a team satisfaction survey. This approach helps identify potential issues and anticipate departures. Therefore, offboarding is a good strategy to reduce turnover in the company.
Benefits for the Departing Employee
Leaving a job, for whatever reason, can quickly become difficult for the employee. In the face of this upheaval, well-executed offboarding facilitates the transition. The support allows the employee to feel respected, valued, and supported at the end of their lifecycle within the company.
Offboarding can also be an opportunity for the employee to maintain their existing network and enhance their professional profile. Leaving under good conditions can encourage the employer to recommend their former employee or even offer them occasional assignments.
Steps to Follow for Optimal Departure Management
While good practices add value to the definition of offboarding, optimal departure management requires careful planning. Its execution involves several steps and also requires the intervention of different stakeholders, each at a specific time.
Preparing the Employee’s Departure
The first step is to prepare a meeting with the employee. Here you should choose the departure date and plan the handover, and organise a farewell opportunity in honour of the departing employee.
These actions reinforce your commitment to a successful offboarding and your willingness to maintain a positive relationship, fundamental for the future. Take the time to establish a climate of mutual trust and respect while listening to the needs of your future ex-employee.
Communicating Internally About the Departure
It is very important to inform other employees about their colleague’s departure. This helps control the impact on the remaining teams’ morale. You should choose an appropriate communication channel, such as a general email or meeting.
It is also an ideal opportunity to mention the achievements of the departing employee and remind others of the solidarity that should prevail in such circumstances. Be as clear as possible about the reasons for their departure without disclosing confidential information.
Managing the Administrative Aspect
Once stakeholders are informed, the next step is to manage administrative aspects. Whether it is revoking access rights to premises or making final salary payments, pay special attention to these formalities in compliance with internal procedures and legislation.
Handle each step meticulously, providing tangible documents that can be reviewed later. You can seek the assistance of your human resources department to ensure effective management of these administrative matters.
Conducting an Exit Interview
Scheduling an exit interview with the employee at the end of the contract is another step in the offboarding process. It will mainly involve gathering information about internal mobility, the employee’s career progression, and potential improvements within your organisation.
Create an open and transparent discussion environment that guarantees absolute confidentiality of the exchanged information. Conclude this interview on a positive note by thanking the employee for their achievements and wishing them good luck in their future endeavours.
Considering IT Security
Data security and the protection of confidential information are important issues in onboarding and offboarding. This step involves informing the employee of their confidentiality obligations regarding information shared during their time with the company.
It is also time to suspend access to all company resources, change passwords, and back up sensitive documents. To ensure procedures are carried out according to current standards, consider seeking assistance from the IT department.
Managing Special Offboarding Cases
Certain situations may require completely different offboarding approaches. These specific cases generally concern retirement requests as well as dismissals and resignations.
Case of Retirement
In the context of a career end, companies are encouraged to value the talents and years of service of seniors, notably by showing them appreciation. For this, nothing is better than a warm farewell ceremony with written or video testimonials.
You can also offer the retiree the opportunity to continue with volunteer work or take on a consulting role. These small gestures help to strengthen the retiree’s attachment to their former company.
Offboarding in Case of Dismissal
Dismissals should be handled with tact and diplomacy. This starts with a preliminary interview with the concerned employee, in the presence of a witness. This provides an opportunity for all parties to express themselves freely regarding the reasons for termination.
In case of dismissal, the offboarding process allows time for considering a reassignment or finding possible alternatives to departure. If after careful consideration, the dismissal proves inevitable, show empathy towards the employee and inform them of the options available to them.
Case of Resignation
Here, the employer must understand the motivations and expectations of employees. In other words, it involves identifying the factors that triggered departures. You should consider a remediation meeting to demonstrate your willingness to improve the circumstance and retain employees.
You can also consider the possibility of reassignment by directing the employee to internal positions that better match their aspirations and skills. If the employee still decides to leave, do not forget to thank them and wish them good luck in their future endeavours.
What to Remember About Good Offboarding Management?
Offboarding allows companies to manage employee departures as smoothly and professionally as possible. This method minimises internal conflict, develops lasting relationships, and provides the opportunity to make improvements within the company.
To enjoy its benefits, pay attention to preparation, communication, administration, interviews, and IT security measures. Remember that effective offboarding strengthens the company’s image and culture.
