Manage a seamless employee offboarding process including exit interview, approvals, property collection, final salaries calculation, records update, and successor planning.
1
Notify HR about the employee's departure date
2
Speak with the employee about the reason for leaving
3
Approval: HR for final salaries and benefits calculations
4
Prepare final paycheck and any owed expenses
5
Collect all company properties from the employee (e.g. card, laptop, phone)
6
Deactivate the employee's access rights to company properties and systems
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Prepare and submit final employment paperwork
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Conduct an exit interview with the employee
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Approval: Manager for exit interview summary
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Update company records and systems to reflect employee departure
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Inform relevant colleagues of employee's departure
12
Arrange for reassignment of employee's tasks and responsibilities
13
Draft a succession plan if necessary
14
Send communication about employee's departure to the entire organization
15
Evaluate the need for a replacement position
16
Approval: HR Manager for the decision on replacement position
17
Implement knowledge transfer to the successor or replacement
Notify HR about the employee's departure date
Please notify the HR department about the employee's departure date. This task is crucial as it allows HR to plan for necessary paperwork and resources. It also ensures a smooth transition for the exiting employee and the company.
Speak with the employee about the reason for leaving
Have a conversation with the employee to understand the reasons behind their departure. It is important to approach this task with empathy and provide support if needed. This information can help identify potential issues within the organization and improve employee retention.
Approval: HR for final salaries and benefits calculations
Prepare final paycheck and any owed expenses
Make sure to calculate the final paycheck accurately, including any owed expenses such as reimbursement for business-related expenses. This task ensures the employee receives their rightful compensation before leaving the organization.
Collect all company properties from the employee (e.g. card, laptop, phone)
Collect all company properties from the employee in order to prevent unauthorized access and protect confidential information. This includes items such as company ID cards, laptops, phones, and any other equipment or assets provided to the employee.
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Company ID card
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Laptop
3
Phone
Deactivate the employee's access rights to company properties and systems
Ensure that the employee's access rights to company properties and systems are deactivated. This task prevents unauthorized access and protects sensitive information. Consider all systems and platforms the employee had access to, including email accounts, shared drives, and project management tools.
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Email account
2
Shared drives
3
Project management tools
Prepare and submit final employment paperwork
Prepare the final employment paperwork, including necessary documents for tax purposes, exit surveys, and any other required forms. Make sure to submit the paperwork to the appropriate departments or authorities in a timely manner to ensure compliance and a smooth offboarding process.
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Tax documents
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Exit survey
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Other required forms
Conduct an exit interview with the employee
Conduct an exit interview to gather valuable feedback from the departing employee. This feedback can provide insights into areas of improvement and help enhance the overall employee experience. Encourage honest and constructive feedback to ensure valuable insights are gained.
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Work-life balance
2
Career development
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Management
4
Culture
5
Compensation and benefits
Approval: Manager for exit interview summary
Will be submitted for approval:
Conduct an exit interview with the employee
Will be submitted
Update company records and systems to reflect employee departure
Update company records and systems to accurately reflect the employee's departure. This includes updating employee directories, organizational charts, and any other relevant systems or databases. Keeping records up to date ensures accurate reporting and communication within the organization.
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Employee directory
2
Organizational chart
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Other relevant systems
Inform relevant colleagues of employee's departure
Notify relevant colleagues, team members, and stakeholders about the employee's departure. This communication helps manage expectations and facilitates the transitioning of tasks and responsibilities. It also provides an opportunity for colleagues to express gratitude and wish the departing employee well.
Arrange for reassignment of employee's tasks and responsibilities
Identify and assign the departing employee's tasks and responsibilities to other team members. Ensure a smooth transition by providing clear instructions and support to the new assignees. This task helps maintain continuity and prevents disruption to ongoing projects or daily operations.
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Task A
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Task B
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Task C
Draft a succession plan if necessary
In case the departing employee held a critical role within the organization, it is important to draft a succession plan. This plan outlines how responsibilities and tasks will be redistributed, ensuring continuity and minimizing potential gaps in performance or knowledge.
Send communication about employee's departure to the entire organization
Send a communication to the entire organization informing them about the employee's departure. This helps create transparency and ensures that everyone is aware of the change. Consider including information about the employee's contributions, farewell messages, and any relevant contact details for further inquiries.
Employee Departure Announcement
Evaluate the need for a replacement position
Assess whether there is a need to fill the departing employee's position or if their tasks and responsibilities can be redistributed among existing team members. Consider workload, project requirements, and long-term goals to make an informed decision. This evaluation will help determine if hiring a replacement is necessary.
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Workload is manageable without replacement
2
Temporary replacement needed
3
Permanent replacement needed
Approval: HR Manager for the decision on replacement position
Will be submitted for approval:
Evaluate the need for a replacement position
Will be submitted
Implement knowledge transfer to the successor or replacement
Transfer relevant knowledge and information to the successor or replacement of the departing employee. This includes documentation, training sessions, and resources to ensure a smooth transition and minimize any potential knowledge gaps. Sharing knowledge helps maintain productivity and prevents disruptions in workflow.
