The offboarding process is not an easy task. The bare minimum process requires employee turnovers and filling the now vacant spot. But no matter how dreary this task is for most firms; they all must conduct the offboarding process because of how important the process is to HR departments.
Documentation
Employees who will exit the company shall require documents that the firm needs to prepare and procure. These two important documents for the exit process are the employee’s resignation letter and the letter to terminate the working contract. The offboarding process enables both parties to receive either of those letters from the other party, whichever is convenient.
Documentation of the exiting process also entails updating the already existing records. For instance, the company would cross out the resigning employee in the IRS’ income tax records to avoid unnecessary tax liabilities. Internal managerial affairs would also strike the employee out of the payroll for accounting purposes.
Task Turnover
If an employee quits the company, they will also go over their current task. Offboarding ensures a proper turnover of functions from the leaving employee to the available personnel in the firm. The company may also open a hiring platform to fill the vacated slots.
Similarly, the resigning employee may leave close to an existing contacting network. These may be suppliers or critical buyers that had partnered with the company’s supply chain management. During the offboarding process, the company can address the issue by introducing a personnel change after a period’s notice.
Asset Reconciliation
During the employment period, the employee may receive items that will aid them in carrying out their tasks. Some are convenience benefits so long as the employees still work at the company.
Depending on the company’s terms for the employee during the contract signing process, the entity may retrieve the assets given to the worker.
For instance, company-use vehicles are common convenience perks for highly important managerial employees. Companies may also send computer desktops that employees can use throughout their employment. However, when their contract terminates, they will surrender the properties that the company vested in them.
Legal Mitigation and Security
It’s not proper to cast suspect exit employees. But countless cases of corporate espionage, insider sabotage, and information theft suggest that a standard protocol must be practiced. This is an effective legal process during employee exits in plenty of ways.
A company can use the offboarding period to gain insights from the employees. More often than not, HR managers gain feedback from their employees more during the exit periods than the usual business operations. They may also harbor any issues that HR may receive and address. Otherwise, problems may arise on a leaving employee with disputes that may become an official legal case.
Reputation
Offboarding processes are essential for establishing cordial relationships with the employee even after employment. To further improve the offboarding process, companies can resort to outplacement services.
Outplacement services help employees better transition to their new working environment and job. Training will aid the existing employees in their new tasks, and the service will provide contacts for a fast-hiring process.
