While onboarding is an exciting time for the new joiners and the company, the task of eliminating tenured employees can be a little stressful. Whether one of your employees has decided to move on and explore better opportunities, or you are finding it hard to justify his/her retention after a continued poor performance, offboarding can leave you in a panicking situation demanding immediate steps for damage control. Along with choosing a successor for the job position that is going to be vacant soon, you also have to deal with the challenges to smooth offboarding like the lack of a fool-proof exit checklist.
However, if you prepare yourself for the off-boarding process right from the day of hiring, then the situation of employees moving on would not 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?
Smart employee off-boarding is not just about ensuring the overall efficiency of your organization but is also required to avert financial consequences and gaps in your information security. Companies are often overpaying for health insurance premiums, as the record of employees who have already left the organization in the middle of a financial cycle is not updated in a timely manner.
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. Different access logins of offboarding employees for VPN, email and cloud solutions need to 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 can 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) in place. Many offices have the NDA in place and employees are expected to agree to it at the time of recruitment. All documents related to the NDA can be archived at the employee self service portal for employees and mangers to review it at the time of exit. This way, employers can ensure that their trade secrets are not passed on to their competitors.
Collect Physical & Electronic Assets
With the help of asset management module in HR-One HRMS Software solution, employers can keep a track of all the fixed assets with an employee, such as laptops, notebooks, company SIMs, dongles, etc. A complete record of the issue and return date of fixed assets can be tracked to ensure that they are collected on time.
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 a common trend and you can take action to remedy shortcomings.
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.