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Onboarding is hot — every HR employee knows that. But are you paying enough attention to offboarding?
First, a step back: What is offboarding actually? And what is the difference between onboarding and offboarding?
Offboarding is the end of the employer journey. After all, it has everything to do with the moment an employee leaves employment.
While you may have a tendency to make this process as quick as possible, it's not recommended to let someone leave silently. After all, offboarding is at least as important as onboarding.
It is a worthwhile investment in the future, and that's why:
A whole list of benefits, as you can see! We will explain these in more detail in this blog.
Want to know more about how to turn your employees into ambassadors? Then also check out this blog about internal branding!
It offboarding process often starts when your employee asks:
“Do you have a minute?”
Especially towards the end of the calendar month, this question causes loud alarm bells in your head. Because you actually already know what's coming. Your employee has found a new challenge, as it is so beautifully called. Sometimes it's really convenient and you do a round dance from the inside. But usually not. In many cases, it's just the employee you could always rely on and have invested in with training or an extra salary step.
While you're in the conversation, thoughts are already wandering through your head. Maybe about disappointment in the employee or how to fill that vacancy as quickly as possible. And what is the phone number of that employment agency again? Put on the brakes for a moment. Put yourself on hold! Stay in the moment and, above all, stay with your employee. We'll give you some tips on how to offboarding to steer in the right direction. That's what the employee deserves. But you too!
This offboarding tip is number 1 for a reason. Having a good exit call, also known as offboarding call mentioned, because it brings a lot. Your employee not only gets the chance to let off steam, but can also give the organisation good tips. About what he dropped out of during his employment, but also what he has just been happy about recently. You can easily use this input for your further policy. Because now you know exactly how to keep retaining and engaging other employees!
Note: use not the moment at which the employee announces his resignation as the time when you have a will have an exit interview. It is better to let go of all the emotions surrounding the termination of employment first and really take the time for the conversation. Have the employee complete an online exit form as a basis a few days before the scheduled exit interview. Have a nice cup of coffee with it and have a conversation together in peace and honesty.
Tip: Search online for a exit form example for inspiration.
Make it a good habit to review the results of your exit interviews (anonymously) at the MT level once every six months. Is there a trend to discover? Is there anything we can learn from it? Which tips and tricks should be picked up and which should be developed in a policy way?
Having a sensitive conversation about leaving employment can be difficult. Especially when the circumstances due to COVID-19 force you to let the conversation take place online. How do you make it personal, despite the computer screen in between? How do you ensure that the exit call reaches its desired effect, while the network connection occasionally lets you down? Then read our blog, filled with useful tips about a have an online conversation.
All news travels fast - is sometimes an unpleasant side effect if the offboarding does not go as planned. Before you know it, there is noise, unrest and gossip around the dismissal. After all, leaving employment is always fodder for personal interpretations, conspiracy theories and ambiguities. The tip is: make clear agreements about communication, even when someone waves their letter of resignation.
Agree on a clear routing. Who else needs to be informed, when and how? What can be answered when colleagues inquire about the reason for the dismissal?
Put together a informational mail op, which is sent to all colleagues within the organisation as soon as possible. What will the employee's very last day of work be? What do you want to mention as the reason for the termination of employment? Can the new employer be mentioned or is that sensitive?
Also consider a special letter or email to external relationships that the employee had regular contact with. If a (temporary) successor is already known, clearly name it by name and number, so that the relationship knows where to turn to in the future.
A big advantage of good offboarding is that it prevents misunderstandings and hassles. You do this by ensuring that everything is administratively in order. It is useful to have a offboarding checklist to set up for yourself so you don't forget anything. Of course, we don't have to tell you that you're not taking a step until you've received the employee's dismissal in black and white. An old-fashioned letter of resignation After all, with a flowy signature on paper is still preferable. However, judges are becoming more lenient about accepting dismissal by email, but then there must be proof that the notice has arrived.
Agree on when to return keys, phone, laptop and car keys and to whom. When the time comes, have both parties sign for receipt and attach the document to the personnel file. Better safe than sorry.
Together with the departure, list the employment conditions carefully:
It better be clear, isn't it?!
The show must go on. Of course, it is best for all parties when the work can be transferred “warmly”. But unfortunately, especially with the current labor market, there is not always an heir to the throne immediately available. Therefore, agree with the employee who leaves employment to write a clear transfer document for those left behind.
This document must contain a number of things that are essential to keep things from coming to a standstill after departure. Including a list of internal and external contacts, important deadlines, work arrangements, the location and format of digital files. In addition, an overview of outstanding action points should not be forgotten. If you combine all this with some information from the exit interview, you already have a wonderful induction program.
Do you also need help with onboarding? Then download the Onboarding Checklist! Good news, from now on you can click on the button the Onboarding Checklist download. This document contains a number of crucial points that are part of a new colleague's induction period. This way, you won't forget anything and you can get started right away!
Give every employee a good exit from employment. Without a doubt, there are many great experiences that you share. Even if there has been a bit of irritation or if you are still not over the disappointment about the dismissal.
Assume that your employee has worked to the best of their ability for the organisation. And it's okay to show appreciation for that.
Ask your employee how he would like to say goodbye. A grand reception, a nice drink or an intimate dinner with only close colleagues? A few people prefer a Irish Goodbye; but often a party is a good way to end. If house rules have been drawn up for this, follow them as much as possible. But always keep room for personal wishes.
Pay sufficient attention to the internal communication regarding the employee's departure. Do not let the employee muddle around himself, but take over the organisation of the farewell meeting. That is very nice for the one who leaves. In addition, it gives you the opportunity to build in positive surprise elements. For example, invite a former manager whose employee has warm memories. Put together a “friend book” where everyone writes down funny memories or go headlong for a nice farewell gift.
In short: make it a party. If the employment contract is concluded in a positive way, the employee does not leave immediately, but the gateway always remains ajar. That is, especially at a time when networking and positioning yourself as an employer in a good way are becoming increasingly important, a bonus! A good one offboarding so it only has advantages. For the departing employee, but also for the organisation.
Finally, we give you - in our opinion - the most efficient tip: go digital! This way, you make it much easier for yourself. Pluvo offers many options to support you with this. From an exit form to transfer options, and even to organising a party, making a friend's book, calculating outstanding vacation days or a checklist when leaving employment: it's all possible digitally.
Do you want to know how to do that? Then feel free to contact join us!
As an educational expert specialising in online learning, I have been writing blogs for Pluvo for 5 years. My focus is on powerful learning solutions for organisations. Universal Design for Learning and inclusive learning are my passion; I believe that education should be accessible and fun for everyone.
I've been combining my 35 years of HR experience with copywriting for over 15 years. And even then, I learn new things over and over again. That's what makes writing blogs for Pluvo so incredibly interesting!
