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Why You Ought to Have an Offboarding Guidelines (Plus Examples)


The offboarding course of is a part of the worker lifecycle and might result in extra engagement and expertise retention. This course of includes so many duties that having an offboarding guidelines is one of the best ways to make sure a easy and secure offboarding for each firm and worker.

Managers can leverage information supplied by the offboarding course of to make adjustments and assist the whole firm to develop wiser in hiring and minimise the influence of worker separation.

Additionally, if the offboarding course of is finished proper it can assist corporations to grasp why staff depart, so HR groups could make changes to enhance the worker expertise and cut back turnover.

The worker offboarding course of may be triggered by resignation, termination, or retirement and includes a variety of duties and workflows, similar to:

  • Sharing of information and transferring obligations;
  • Revoke account entry;
  • Asset reclamation;
  • Exit Interviews (plus suggestions);
  • Payroll removing;
  • Updating firm contact info and organisational charts;
  • Take ID badges again.

You will need to discover that the duties concerned differ relying on the worker’s position, and a few offboarding processes may be longer, particularly for high-responsibility positions.

That’s why an offboarding guidelines helps managers hold the steps concerned on observe, being significantly useful when the leaving worker has entry to vital accounts or delicate tools.

Why is it vital to plan the offboarding course of?

An efficient offboarding course of is crucial to corporations for numerous causes, from safety to worker branding. Check out the principle advantages of getting a well-planned offboarding:

Efficient offboarding processes assist to chop ends and take away entry to the corporate’s vital knowledge when an worker strikes on.

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The offboarding course of can also be a chance for managers to collect suggestions about their position and for corporations to grasp learn how to enhance the worker expertise.

A strong worker offboarding makes it simpler to maintain a easy workflow when an worker leaves your organization.

An offboarding course of helps managers enhance engagement and cut back worker turnover by understanding why they resolve to go.

Data administration is essential for any firm, and it makes the offboarding course of much more important. With out planning the offboarding course of, corporations may see beneficial information misplaced when staff depart. A strong offboarding course of helps organizations protect and switch information to new staff

Additionally, the final impression is the final, so use the offboarding course of to form vital impressions individuals may have of your organization and the picture they’ll share with the world.

Why is an offboarding guidelines essential?

Creating a number of to-do lists is very helpful when staff have entry to admin or monetary accounts, or information switch is required. That’s why an offboarding guidelines helps organisations hold the duties concerned in offboarding on observe.

From separation to hiring, an offboarding guidelines helps HR groups create a roadmap of success when an worker leaves, and likewise makes recruitment extra environment friendly and new hires prepared for the job quicker.

When an worker exits an organization, many issues is perhaps left unresolved, and there may be room for safety branches and leaks. Creating an offboarding guidelines is crucial for retaining your knowledge record secure and ensuring that former staff don’t have entry to your shared drive, electronic mail, and different logins.

Additionally, the offboarding course of is vital to retaining information and expertise from leaving staff inside your organization.

That’s why planning the worker offboarding course of and making a guidelines is vital: not solely to collect suggestions, enhance worker expertise and cut back turnover, but additionally to spice up safety and hold workflows operating easily when it is advisable change an worker.

What’s an worker offboarding guidelines?

As talked about, the offboarding course of can differ from firm to firm and relying on the position of the leaving worker. However most instances, the steps concerned in an offboarding course of are fabricated from the next:

  • Worker offers discover
  • The corporate advertises for the job and recruits candidates
  • Data switch
  • Ultimate day
  • Exit interview

Let’s now check out every of those steps in additional element.

Giving discover

Communication is a key think about any work-related exercise. However throughout an offboarding course of, efficient communication is much more essential. Talk with staff shortly, so individuals obtain correct info quick, and also you keep away from firm gossip.

  • Inform human assets and staff as quickly as potential;
  • Ask for a letter of resignation if the worker is resigning;
  • Thank the leaving worker for his or her work;
  • Congratulate them, if they’re shifting on to a brand new position in one other firm.

However in any case, when an worker is leaving, begin by thanking them for the work they’ve executed and the time and power they’ve invested.


The second step normally is promoting the open place. Relying on the position, it’s potential to advertise from inside or rent exterior employees. The recruitment course of ought to begin as quickly as worker separation is outlined and communicated.

Particularly for high-responsibility roles, a guidelines will help to seek out out if there may be somebody in your organisation who can change the leaving worker.

Make an inventory of all of the qualities you want for a given position, and test whether it is potential to advertise from inside as an alternative of hiring somebody.

Data switch

Whether or not you rent a successor or promote from inside, you should be sure that information stays inside your organization. This can make onboarding quicker and enable you to to maintain turnover influence to a minimal.

Listed here are a number of key components to bear in mind:

  • An summary of their workflow and routine;
  • Mapping precedence duties;
  • Which programs, shared drives, and recordsdata do they use;
  • Who they work with, inside and outdoors the organisation, and their contacts;
  • The exiting worker arms out essential recordsdata and prepares initiatives to maneuver to a different individual.

Generally the leaving worker could practice the brand new rent. An excellent apply, in any case, is to ask the leaving worker to craft a job support, an infographic, or a video tutorial with suggestions for the following individual in line.

The ultimate day

Throughout the discover interval, the worker arms off vital recordsdata and prepares initiatives to maneuver to a different individual.

Often, the time between giving discover and the ultimate day is sufficient to accomplish all the opposite duties concerned within the offboarding course of, and on the final day all of the leaving staff need to do is to show property in.

Exit interview

The exit interview is a vital a part of the offboarding course of, no matter how the worker left. This may be executed after or earlier than their final day and ought to be taken significantly, though not all options can or ought to be applied.

Suggestions from staff who depart could make the next onboarding course of simpler.

Additionally, this suggestions is particular as a result of people who find themselves leaving are usually not afraid of telling you the position reality. So if they’re sad with some facet of your organization, chances are high they’ll let you know in the course of the interview issues they didn’t earlier than.

Listed here are a number of questions you may ask throughout an exit survey:

  • Why did you start in search of a brand new job?
  • What made you settle for the brand new place?
  • Did you’re feeling that you just have been outfitted to excel at your job?
  • Since we employed you, do you’re feeling your job description has modified? In what manner?
  • Have been you glad with the way you have been managed? What issues might your supervisor have executed higher?
  • Did you’re feeling like a beneficial a part of the corporate? Do you could have any options for enhancements?
  • Did you could have clear targets and aims? Did your supervisor enable you to obtain these targets and aims?
  • Did you obtain constructive suggestions that can assist you enhance?
  • What was your greatest expertise within the firm? What was the worst?

An excellent exit interview improves onboarding and makes it simpler. If, for instance, an worker says that he by no means felt a part of the corporate tradition, you should utilize this suggestions to create team-building workout routines to enhance engagement.

A brand new individual is employed

Though this session is after the exit interview, the hiring course of ought to be completed earlier than the ultimate day. Right here, worker coaching, onboarding and offboarding could overlap.

The onboarding course of includes every little thing associated to hiring, adapting, and coaching an worker. If the offboarding is efficiently executed, integrating new staff will probably be simpler, so, whereas onboarding and offboarding are two separate processes, they’re a part of the identical cycle.

Worker offboarding guidelines examples

Now that we’ve coated the principle steps of the offboarding course of, let’s see some examples of offboarding checklists and their specificities. Having an offboarding guidelines will guarantee departing staff and the corporate have a trouble-free separation expertise.

Offboarding checklists are an efficient method to hold observe of every little thing an organization must do to efficiently end an employer-employee relationship, as it’s vital to have every little thing documented earlier than beginning an offboarding course of.

An worker offboarding guidelines ought to be easy and canopy every little thing that must be executed by the worker’s final day, so all of the vital info have to be accessible in a single or two visuals. That is one of the best ways to assist everybody concerned to recollect every little thing.

Having a number of offboarding checklists

When some gadgets in your to-do record are fabricated from a number of gadgets or duties, it’s helpful to create a number of offboarding checklists. By doing this, you make certain your offboarding plan covers every little thing that individuals concerned within the offboarding course of need to do.

An offboarding guidelines may assist staff put together themselves when it’s time to depart your organization. So think about offering your staff a with guidelines with all of the tools they need to return and the knowledge you want from them to make sure a easy transition.

Verify the infographic beneath for instance:

Worker offboarding guidelines

Additionally, some corporations may have a number of offboarding checklists to make every step clearer, simpler to observe, and appropriate for each state of affairs as an alternative of a one-size-fits-all guidelines. See this worker tools return guidelines, for instance:

Equipment return checklist
Gear return guidelines

As you may see, there are numerous gadgets on this guidelines. With out a record, it’s exhausting to verify the worker returns every little thing on his final day.

The guidelines beneath is extra complete however much less detailed and suits any enterprise that desires to simplify the offboarding course of for workers, managers, and RH groups.

Offboarding checklist example
Offboarding guidelines instance

In Abstract

Past knowledge safety, worker offboarding is a part of the method of separating an worker from an organization. Leverage offboarding checklists to make it simpler to undergo this course of with out lacking a beat.

Visuals assist to enhance worker communication and are nice instruments to make the offboarding course of extra predictable and efficient. An offboarding guidelines is one of the best ways of documenting all the required steps to maintain your small business operating easily when an worker leaves.

Concerning the Creator

Alessandro Oliveri is a content material creator at Venngage, the infographic maker. He enjoys writing on visuals, advertising, and Human Sources. His goal is to assist individuals to simplify the communication course of and take visuals to the following degree.




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