Offboarding Process for Smooth Transitions

Phase 1: Preparation

1. Notification of Termination

• Inform HR and relevant departments of the employee’s departure.
• Schedule a meeting with the employee to discuss the terms of their departure.

2. Administrative Checklist

• Prepare a detailed checklist for the employee to ensure all company property is returned, including ID badges, keys, company phone, laptop, and any other equipment or documents.

3. Documentation Completion

• Ensure that all necessary paperwork is completed, such as termination letters, non-disclosure agreements, and other legal or compliance-related documents.
• Provide the employee with information about benefits continuation, if applicable.

Phase 2: Exit Process

4. Exit Interview

• Schedule and conduct an exit interview to discuss the employee’s experience and gather feedback.
• Use standardized forms to ensure consistency and comprehensive data collection.

5. Final Payroll and Benefits Handling

• Coordinate with payroll to process final paychecks, including any accrued vacation or sick pay.
• Inform the employee about the status of their benefits and any actions they need to take regarding retirement accounts or health insurance.

6. Deactivation of Access

• Revoke access to email accounts, internal systems, and physical access controls.
• Ensure all passwords are changed and security credentials are deactivated.

Phase 3: Transition

7. Knowledge Transfer

• Organize a handover process where the departing employee can transfer critical knowledge to a successor or team.
• Document important projects and status updates to ensure continuity.‍

8. Communicate Departure to the Team

• Notify the team and relevant stakeholders of the departure to manage workflow impacts and set expectations.
• Plan for any temporary coverage or redistribution of responsibilities until a replacement is hired.

9. Update Internal Records

• Update Mosaico and other systems to reflect the employee’s departure.
• Ensure that all records are archived according to company policy and legal requirements.

Phase 4: Post-Offboarding

10. Alumni Engagement:

• Offer to include the departing employee in an alumni network, if available.
• Send a farewell message or organize a small send-off, if appropriate, to maintain good relations and bolster the company’s reputation as a desirable employer.