How to ensure a good offboarding of your employee

Onboarding new employees is important to ensure they feel welcomed in their new workplace. However, it's just as important to give your current employees a good offboarding once their employment ends.

Your former employees are some of the most important ambassadors for your company's employer brand. A good and professional offboarding can therefore help ensure a happy former employee who will speak positively about their employment with your company. And who will recommend your company to new potential employees.

It is therefore important to end the employee's employment with a good and well-thought-out offboarding. This can help ensure mutual respect between employer and employee - even after the employee leaves.

Plan the different processes in offboarding

Whether the employee has been terminated, retired or resigned, it's a good idea to start planning the offboarding process. After all, what will the employee's last days with the company be like once they've resigned?

However, just like onboarding, when offboarding an employee, there can be many different processes and administrative tasks to complete. It can therefore be a challenge to maintain an overview. Here's where HRM Nordic Onboarding help you structure the different tasks in the offboarding process.

The HRM-Nordic Onboarding module can be used in the offboarding process to, among other things, create plans with the various tasks that management, the HR department and the departing employee must complete during the notice period and a deadline for these. In addition, the module can be used to follow up on tasks, call for final interviews with the employee and structure the process of transferring work tasks.

Finally, the Onboarding module from HRM-Nordic can be used in connection with the offboarding process to send an official announcement to the employees in the company about the employee's departure. It can also be used to ensure the handover of phones, laptops, keys and any access cards and codes upon departure.

Ensure a good handover of tasks

If a new employee has been hired to take over the tasks of the departing employee, it is important that there is a good transfer of knowledge about customers and business partners as well as the transfer of tasks to this person. If a successor has not yet been found, it is important that documents are prepared with all relevant knowledge about customers, work areas and job descriptions. This is stored until a new employee is found.

In some companies, where a deputy has not yet been found, it may be the other employees in the company who will be responsible for the tasks. In this case, HRM Nordic's Onboarding module can be used to assign and delegate tasks and responsibilities to employees.

When an employee resigns, there may also be a lot of tasks that need to be accomplished and completed. It can be a good idea for you as a manager to offer help and support and make sure to delegate tasks to other employees so that the employee doesn't drown in tasks during the notice period.

Conduct interviews and get feedback from the employee

The notice period is important to ensure a good transfer of knowledge and tasks to the person who will take over the departing employee's tasks. However, the notice period can also be used to gain knowledge about how the employee's time with the company has been and what the reason is for the employee resigning, if that's the case.

When the employee has been terminated or resigned, they are more likely to receive honest feedback because they no longer have anything to lose. Therefore, it's a good idea to use this opportunity to hear the employee's honest opinion on working with management and colleagues.

Many companies choose to discuss this in a final meeting shortly before the employee leaves, but you can also choose to have short follow-up conversations with the employee during the notice period. Whichever way you choose to do this, however, it's important that you create a safe atmosphere where the employee can speak honestly.

Make sure to delete employee data

When an employee leaves the company, remember to remove the employee's access and change passwords on various IT systems and programs. In addition, it's important that all employee data on the departing employee is deleted once the employee has left the company and the data is no longer needed.

I HRM-Nordic Master Data you can set a departure date for the employee in question and receive a reminder to remember to delete the employee's data. This way, you avoid having unnecessary data on former employees in your database and ensure GDPR compliance.

Give the employee one last recognition

Offboarding should be a positive experience for both the company and the employee leaving the workplace. Therefore, offboarding should ideally end with all tasks and deadlines completed and both parties can say goodbye with a good feeling and mutual respect.

To give the employee a good offboarding and goodbye, it can also be a good idea to thank the employee and give them a final recognition for their achievements in the company. This can help ensure that the employee leaves happy and with a good final impression of the company.

We help you make the offboarding process easier

Saying goodbye to an employee? With our various HR solutions and modules, we can help you streamline and create an overview of the different processes in the offboarding process. This way, you can spend time creating a valuable and memorable departure for the departing employee.

Contact us at info@hrm-nordic.com or on 70 26 32 25 to learn more about how we can help you make employee offboarding more efficient and ensure a smooth and professional offboarding of your employees.