Employee turnover is inevitable. People may leave your organization for various reasons. And it is not always possible to retain them. When the employees leave you a resignation letter and inform you that they are leaving your organization- it can be a little worrisome for HRs as they must complete the long onboarding process again. There’s no need to panic, and damage control isn’t necessary. Hopefully, you have already identified a replacement for the departing employee’s position through requisition management on an employee onboarding software for the company.
All that you need to do in this case is make sure that the employee’s outplacement is handled legally, efficiently, and equitably through an employee onboarding software for company. Post that, you can use the tips that we have discussed here as an offboarding checklist to make the process go smoothly.
But before that, take a look at a few stats.
Better Hire Retention
New employees who go through a structured onboarding orientation program are 82% more likely to stay at a firm for three years. Comprehensive onboarding tools are meant to help your staff survive and prosper!
Onboarding is an essential aspect of attracting and retaining top talent, so it should be considered a multi-week process (at least a year).
Saving on Employee Turnover
It costs when employers fail to engage with their workforce. For example, employee turnover is estimated to cost an organization between 100% and 300% of the compensation of the replacement employee.
In many circumstances, the cost of filling a position may be sufficient to offset the expense of implementing a comprehensive onboarding platform. So, which would you like to spend your money on?
Inclusion of Training in the Onboarding Process
According to 25% of companies, their onboarding process does not contain any training. As a result, over four years, a company’s whole staff might be lost.
Most organizations fear that skill development may cause employees to quit and transfer their expertise to a rival, yet this mindset will handicap your staff.
An inclusive onboarding process is critical for integrating new employees into your company’s culture. Employees should be presented with all the methods they can achieve professional goals while working in your organization and in a welcoming atmosphere since career progress depends on dedication and loyalty.
It has been proven that effective onboarding may boost employee performance by up to 11%. In addition, the first day in a new job and the first day in a new classroom are nearly identical.
People are frequently frightened because they are unfamiliar with all of the regulations and what is expected of them. If no one teaches the new beginning the ropes and informs them of the unspoken norms, they will never feel fully integrated, negatively impacting their capacity to perform at their best.
The numbers speak for themselves; onboarding is essential. Businesses may drastically enhance employee retention and engagement by providing a great onboarding experience to new employees.
Tips to Ease Offboarding
Communicate the Departure
Notify the team as soon as possible that the individual is leaving. You don’t want rumors or gossip to cause problems at work. Notify everyone that the employee is departing, thank them for their service, and, if necessary, explain why they’re going and who will be taking over their tasks.
Ensure the employee’s immediate team, supervisors, and subordinates are aware of the situation and payroll and IT, who will be responsible for a few offboarding activities. Organizations can do this through employee management software.
If the person is in a customer-facing position, you may wish to inform the customers of their leave. For transparency, senior management may also need to make a public notice.
Transfer the Employee’s Knowledge to Their Successor
This phase should be reasonably simple if you have a successor in mind. If not, maybe you and the departing employee still have an amicable relationship. Request that they pass on their expertise (the “How To’s”) and train their replacement.
If you don’t have a successor in place, you will need to prepare documentation, processes, and contact lists for the replacement. This is necessary once the job is full.
The specifics of how you transfer this knowledge will vary depending on the role. Organizations can easily document technical, process-driven functions, whereas management processes can be more challenging to transfer. However, keep in mind that once an employee leaves, they are unlikely to be of much assistance when questions or problems arise.
Update Your Organization Charts and Company Directory
Internal communication is slow and confusing for the new staff. To facilitate a smooth transfer, ensure your org charts and directories are up to date and contain the employee’s replacement information. Make careful to update any firm documentation (brochures, website) that mentions the employee.
If you have a self-service HRIS, you can delegate this work to line managers. However, HR must ensure that the organization follows the procedure, and that the information is up-to-date.
Recover Company Assets
Surprisingly, many businesses fail to retrieve corporate assets, such as cellphones, computers, and equipment when employees depart. According to an Australian report, employee theft costs retailers $300 million per year, so these losses may quickly pile up.
The idea is to appoint someone to be in charge of reclaiming the assets. Request that the employee does it. However, organizations should designate someone (a line manager, IT, or provisioning team) to monitor and track the assets.
Revoke Systems Access
Each year, cyber security breaches cost Australia an estimated $8.3 million, with a substantial chunk of those breaches attributed to former employees who never had their system access terminated. While this is typically an IT procedure, HR must notify IT about the departing employee for IT to complete its offboarding processes.
To prevent breaches, keep in mind that any shared accounts (shared passwords, single-user internal systems, and so on) will need to have their passwords changed.
Complete Final Pay Process
Normally, payroll systems include this feature. Yet it is crucial to double-check that payroll handles the final payment process. Surprisingly, some major corporations do not usually remove employees from the payroll system until months after leaving.
You will need to ensure that the payroll department is aware of specifics like the employee’s termination date, notice period, and any further information they’ll need to lawfully reimburse the employee.
Provide Letters of Reference and Existing Documentation
As proof of employment, your departing employee may want a letter of recommendation or, at the very least, a certificate of service.
The number of documents you offer to the employee may vary depending on the circumstances of their separation. Still, you will have to provide final pay details, a certificate of service, and contracts if there is a need be. So, be ready.
Engage Former Employees in an Alumni Group
Previous employees are becoming more likely to ‘boomerang’ back into the organization later in their careers, bringing added experience, knowledge, and connections with them.
They are also great at directing prospective candidates in their network toward your advertised positions. But, of course, to ensure both of these things happen, you will need to make sure the employees have a very positive offboarding experience. You are also going to need a way to communicate with them later on.
Alumni programs are an excellent way to create a network of former employees to keep in touch with (and advertise open positions). In addition, they can be simple to set up, making the recruitment process much easier later on down the track.
Offboarding is as important as onboarding and employee onboarding software for companies includes it. So, it is extremely important for you to consider software that provides both the two aspects, along with other functions of the human resource department.
The Mind Workplace is an all-in-one employee management software that can take care of multiple processes at the same time. The platform even has a payroll management system to transfer all employee time and attendance tracking data and simplify the calculation process.