How to Structure your Offboarding Process

When faced with difficult times, as we are at the moment with social distancing and strict regulations enforced by Governments all around the world, it is important to keep track of your business processes. As the measures to flatten the curve of COVID-19 infected continue to be renewed, tightened and prolonged, how can you prepare your organization for the impact this will have on the economy?

Letting Staff Go

While all of us are, of course, working to maintain our teams and keep our organizations running at full – though impeded – speed, it may not always be possible. As the economy begins to suffer due to the Corona measures, we will all feel its effects to some degree. The harsh reality is that some of you may have to let employees go.

The act of letting employees go is known as Offboarding. It is a process that benefits greatly from structure. The better organized your Offboarding process, the more your employees are likely to look back fondly at their time with your organization.

Offboarding has a practical and emotional side. The former includes handing in the company laptop, phone, logging out of all accounts, disconnecting various corporate access accounts, etc. There might be a notice period in which the employee will have to finish up certain tasks and responsibilities for others to pick that up after they leave.

The emotional side, however, is incredibly important to pay attention to. Say the employee has been with your organization for a long time, they might feel connected and a part of your culture. In this case they might feel sad to have to leave. Besides arranging for the transfer of tasks and handing in of company accessories, the process should have space for the employee to get closure.

Structure your Offboarding

The solution lies with structure and organization. Have you considered the following questions?

  • Do you have a thought-out Offboarding process? What does it include? What should it include?
  • Who of your HR team does what?
  • Do any other employees have to be involved?
  • Are there successors in place that have to be trained by the employee being Offboarded?
  • Did you aggregate all tasks in an offboarding checklist?

These are difficult questions to find a concrete answer to but necessary nonetheless. To help you find the answers to these questions, we have developed the perfect tool to help you organize and streamline your Offboarding process: namely, our Boarding Web App!

The Boarding Web App for Offboarding

Once you have found the right answer, you can start to plan out your process. Start with creating a guide for the employee you have to Offboard. The guide will help the employee navigate through the process one step at a time. Be sure to include lists of practical handovers; i.e. phone, laptop, etc., lists of account access that has to be restricted, and any other lists that make the process as smooth as possible.

The guides relieve your HR team, managers and other employees of tasks surrounding the offboarding process; bringing about a streamlined, user-friendly and organized process that will serve to make the offboarded employees leave with a positive feeling.

Would you like to learn more? Read all about the functionality of our Boarding Web App here, or get in touch with us to find out how we can help you organize and structure your Offboarding process.

About us

FourVision is Microsoft’s global leading Dynamics 365 Human Resources implementation partner. We have successfully implemented HR platforms in a variety of industries across multiple Microsoft environments for over a decade. FourVision also delivers an impressive suite of Web Apps that extend Microsoft Dynamics 365 Human Resources.

Related articles about Employee Offboarding:
The benefits of a good Offboarding →
Make your Offboarding process practical with a (free) Checklist →

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