Offboarding Checklists

Employee Offboarding

It would be unrealistic to be in business and not expect that during your tenure, an Employee will leave or be removed from the business. Whichever way, it is really important to have an Employee Offboarding Checklist. Just like ensuring a smooth transition when someone joins the company, we want the same thing when someone leaves the company.

From our perspective the following are key components in a successful offboarding process. We do this so we can send the team member on their way and gain feedback into potential organisational improvements.

Exit Interviews:

Honesty! Need we say more? By tradition, exit interviews have been a waste of time, people just sit there and there is lots of awkward silences and nodding. Whether it be for fear of repercussion or punishment prior to the exit date, there is a stigma that honesty cannot be appreciated. Exit interviews are a golden opportunity in which businesses can receive feedback without prejudice. It’s an opportunity for the Employee to speak freely about the business and they should do exactly that.  It might be regarding concerns or perceptions around the wider business, their department, team members, red flags, you name it, they can talk about it. It is important for Employers to actively listen during these conversations, as they won’t openly get this feedback every day.

Communication with Wider Team:

Chinese whispers can create chaos, don’t let news of an impending exit go through the team like wildfire. In discussions with the exiting Employee, it is important to have a strategy around informing the wider business. This supports transparency and may settle any potential uncertainties felt by those who remain employed.

Team Member Handover:

Depending on the availability of a replacement, there may be a time lapse between when an employment relationship ends and a new Employee starts. As such, that means that current workload or scope of works needs to be shared and explained to current team members. Again, clearly communicating this is paramount to success. Depending on the role and the position, it also enables transfer of knowledge to occur between the parties.

Recover Company Equipment:

COVID has really made this one challenging, but make sure you have a plan for recovering your equipment. Think computers, phones, credit cards, office equipment, keys and uniforms. Again, having a plan to get these items back will ensure that you won’t forget something.

Update organisational chart and website.

In a more remote workforce, an org chart is often the bible of the business. Having the right people in the right spots not only helps internally but for stakeholders too. Knowing who to reach is an important aspect of building relationships.

Complete Final payment and do your Admin

When an Employee finishes up, they need to be paid out any outstanding entitlements, which might include any wages, Annual Leave, TOIL, RDO’s and depending on the nature of the relationship any redundancy/ termination payments.

You may also provide the departing Employee with a Separation Certificate or Statement of Service.  For some people they will even write a reference or letter of recommendation.

And finally……

Thank the person. Everyone likes to be appreciated and to know that they have played a role in your business.

It’s the small things that matter and leaving a positive lasting impression will stay with that Employee for a long time to come.

If you need help creating an Offboarding Checklist then please reach out, we’d love to help! [email protected]

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