It’s always a sad day when a valuable employee hands in their resignation and while companies may pay a lot of attention to the recruitment and on-boarding process, the same cannot be said for off-boarding.
A thoughtful and systematic approach to off-boarding will help minimise the risks associated with the transition process and make it as smooth as possible for everyone involved. In this two-part post we’ll look at eight best practices for off-boarding employees.
Create a platform for knowledge transfer
Creating a platform for the transfer of knowledge should be a formal part of the off-boarding process to try and retain some of the expertise of the person leaving. The first thing to do is lay out how you will transfer the knowledge, who you will transfer the knowledge to, and along what timeline. You can arrange for apprenticeships, emphasise team learning and make training and coaching part of the promotion process in order to motivate experts to mentor possible successors before they leave.
Communicate the termination
It’s important that you communicate the fact that someone is leaving to key departments such as Human Resources (HR), finance and IT so that everyone is in the loop. You can do this by creating and maintaining a distribution list for terminations. It’s also a good idea to communicate the termination to key stakeholders like suppliers or customers who work closely with the person leaving.
Once someone leaves the organisation it’s important that all access is revoked and logins disabled. According to Osterman Research, 89% of departed employees retained access to corporate applications and 49% logged in to an account after leaving the company. These are scary stats, and as much as we would like to trust everyone, even our most valuable employees, it’s essential you protect yourself. Your IT department should be on hand to revoke employee access to every service, both on-premises and in the cloud.
Redirect email and phone accounts
Once someone leaves all their communications, from emails and phone calls etc., should be redirected to someone else, like a manager or supervisor, in the department. You can give the relevant person login information so that they can check relevant accounts where necessary and then after a specified amount of time (roughly 30 days) you can archive and the delete the accounts.
Go to part 2 of our post for 4 more off-boarding best practices.
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