GUIDE OFFBOARDING EN

START

for Managers

Offboarding, a key step in the employee experience

One of your employee will soon be leaving your team and the company ?

In order for his departure to be done in the best conditions, have you thought about how to organize it ?To support you in this process, we prepared this guide.For any additional needs, do not hesitate to contact your Human Ressources Contact person.

What should the employee do before leaving the company?

What should you keep in mind?

Why is it important to ask for the employee's feedback?

How does the offboarding process work?

Click on the question marks to read the answers

Let’s discover the offboarding path together

How to manage the employee leaving from the company?

Offboarding, a key step in the employee experience

Offboarding, a key step in the employee experience

Discover the six steps

6. Follow up with the team after the employee’s leaving

5. Organize the handover

4. Communicate on departure and arrangements

3. Set departure date and organization

2. Understand the reasons for departure and make a review

1. Inform the N+1 and the HR department of your employee’s departure

What are the 6 steps in the offboarding process?

Click on the + for more information

Remember to follow up with the team after the employee leaves to:

• Answer their questions
• Help the team solving the difficulties / issues met

Understand the reasons for leaving through the organization of a leaving interview with the employee in case of resignation. It is always useful to organize an informal interview with the employee to assess his experience within the department and the company. It is an opportunity to value what he has learned. And also, it gives the company the opportunity to collect ideas for improvement on its organization, its processes, its management :

• What are the reasons for its departure?
• What is his assessment of his experience at Stago?
• According to him, what is the ideal profile for the position?

An additional interview is to be planned between the Human Resources department and the employee leaving the company.

Before leaving, the employee has to return the material and asset of the company Please contact your HR local representative to get a list of them

How to deal with offborading process to avoid a bad experience for the employee, a manager not prepared or a team overwhelmed ? Key points

• Anticipate
• Organise
• Communicate

Challenges

• Keep the employee engage until the end of his contract
• Ensure a strong handover to organise easily after the departure
• Keep in mind that the leaving is as important as the onboarding from an employer branding perspective.

Situation : resignation

Remember to inform your N+1 and the HR department of your employee’s leaving, as soon as you are aware of his decision to leave the company.

Getting the opportunity to improveWe don't necessarilly think about it, the offboarding is useful to avoid any future leaving. A key moment of this process is the leaving interview between the manager and the employee. This interview is a dedicated moment to talk about the employee experience within the company. The manager and the HR department will use these information to implement if necessary an action plan to improve the employee experience. If these actions are efficient, they will increase the employees' satisfaction and engagement. It is a long term investment! To stay an employer of choice, we have to take into account our employees feedback.

• Define and inform the employee of his departure date and define the organization to deal with the departure.
• If applicable, prepare an application for replacement.

Organizing the handover, first of all gives visibility to the employee on what the company expects from him until his leaving. This allows then the manager to anticipate and manage the workload of the team. It is up to the manager to coordinate and monitor the smooth progress of the transfer until the leaving of the employee. In particular, he must ensure that the employee who is leaving has time to :

• Finish the outstanding tasks before his leaving;
• Document the on-going actions to facilitate the access to all necessary information to the team members;
• Write the processes of his tasks and activities to facilitate handover
• Transfer all important document to a common drive

If you can, organize individual meetings between the employee who his leaving and each team member to transfer his tasks. This is the best way to ensure a successful handover.To go further, we can make offboarding a team objective. The manager describes deliverables or actions:Objective: to send the file X managed by Y to Z75%: All processes are documented 100%: The interview of handover was performed 125%: Z is autonomous on the file X before the leaving of Y. The manager can also ask the team how the organization can evolve or be adapted:

• How do they assess their workload?
• Do they think the profile of the new joiner should be adapted?

• What projects should be prioritized from their point of view?

A departure from the company is not always forever

• Don't take the leaving as a personal offense : if the employee decides to leave, he has good reason and it is not against you !

The employee experience is a strong marker of the employer branding and it is not stopping at the moment the employee decide to leave the company. It is up to you to keep in touch with the employee after his leaving.

• Maintaining a contact with a former employee who can be an ambassador of our company or who might chose to come back to work in the company later. Social Network and in particular LinkedIn allow to keep contact easily with former employees, to follow their carreer path and to congratulate them for their achievements

• Be carefull during the leaving interview and avoid using a yes/no or impersonal questionaire. You can ask your local HR representative for any support or template.
• Keep in mind a former employee is an ambassador of the company whereas his opinion is positive or negative, it will influence directly the future customers, talents or any person in his network.

Communicate on departure and arrangements : must be done early enough to anticipate.

• Inform the team, the department, external contacts (IT, office management, etc.).
• Thank the employee for the time he has devoted to the company
• Give visibility on the workload to be distributed/ or the arrangements to be made to support the team members.
• Inform the different departments :
• IT department of the equipment to be recovered and the software access must be canceled,
• HR department for the preparation of documents and payments,
• Office Management for the car, the phone, the parking slot to be recovered…

Beyond the logistical aspects, this leaves a good image to the employee as well as all the team. No more forgetting or last minute management.