Automate Employee Offboarding Process Using Offboarding Software

The Handbook to Improvise Employee Offboarding Process Efficiency

The employee offboarding process is one of the most deceptively difficult processes to manage. What should be a breeze can end up in a nightmare situation if you don’t handle it perfectly every time. When there’s no margin for error, you need an offboarding software that makes sure you don’t forget anything.

Employee Offboarding software


What is employee offboarding?

Employee offboarding process is the sequence of tasks that has to happen when a team member leaves the organization, either by resigning, retiring, or being let go.

No matter what the situation is, there are certain things that need to happen every time. These might include:

  • Setting up any knowledge transfers
  • Processing outstanding expense reports
  • Reviewing departure policies and NDAs
  • Hosting a send-off party
  • Conducting an exit interview process

...and many more.

Some of the most important parts of the offboarding process also include how IT assets are handled and removing email and cloud-based software accounts.


Using checklists and templates to handle the employee offboarding process

An offboarding checklist is a good strategy, but there are many holes, especially for people who want to make sure it is done right every time.

The biggest liability is that a checklist must be managed by an individual. Unless there is one person who is responsible for making sure every mark gets ticked off, the list won’t be followed. This gets complex in employee offboarding when you have multiple people involved. There are tasks for the finance team, the HR team, management, and IT. With so many people who have to do things, unless you have one person driving the whole process, there will be gaps.

But most HR directors don’t have enough staff sitting around with nothing to do who can handle managing the offboarding for every individual. There are too many other important tasks for them to handle.

The other major challenge of using an offboarding checklist is there are so many conditional tasks in the offboarding process. For example, if it is a retirement, you want to set up a party for the person. But if they are being fired, usually cake and punch are not in order. Similarly, some senior staff may have access to certain files that junior members do not.

To accommodate for all of these conditional tasks, you either need separate checklists for each situation (which makes it extremely difficult to maintain), or one super long and complex offboarding checklist or exit interview templates.

Diligent HR managers need a different option.


Best practices for employee offboarding

To do a great job managing the offboarding process, you have to set out clear goals.

Your employee offboarding process should ideally:

  • Help the organization grow wiser in hiring and how staff are treated
  • Maintain a positive relationship with departing employees
  • Make sure the regular flow of business is not interrupted
  • Protect company physical and knowledge assets
  • Ensure compliance with any certifications and security measures

Automating the offboarding process

When HR leaders use automation in employee offboarding, they create a detailed form and a sequence of tasks that must be complete from start to finish.

HR Automation lets HR leaders tackle the first problem of responsibility. Instead of using an offboarding checklist where one person is responsible, an automated employee offboarding software means a system is responsible. Simply set up the workflow and each person completes the work assigned to them after receiving a notification.

This frees up the HR team a lot. They know that the process is being handled the same way every time, and they only need to step in if there is a problem or a delay in processing. Otherwise, the system takes the responsibility of pushing the process along.

Automation also helps with conditional tasks. When creating an offboarding workflow, HR leaders can set up tasks to only happen based on information in the form. So, if a retirement is marked, then the party is set in motion. Like this, you can also create parallel paths for the workflow to follow.


Benefits of employee offboarding software

In addition to all of this, HR leaders can process employee offboarding much faster than before. Each person in every department is notified at the right time and everyone is given all the information they need to do their work.

The automated offboarding software has far fewer errors because humans aren’t involved in as many of the data steps and the system takes care of remembering when tasks need to happen. So, final salaries and reimbursements can happen easily and effortlessly.

Overall, your HR team will be happier and more confident in the employee offboarding process than ever before.


Try Kissflow HR Cloud for Your Employee Offboarding

If you find yourself researching how to get more control over your offboarding process, but don’t want to stress out your team to the max, ditch the offboarding checklists and try automation. You can start with our pre-built template and customize it to your needs. Give Kissflow's HR Cloud HR Workflow Automation Software a try today and see how much better the offboarding process can be!

Kissflow HR Cloud