Fill and Sign the 3 Ways to Take Your Offboarding Strategy to the Next Level Form

Tips for Off-Boarding 1. Consider your off-boarding strategy to be as critical as your on-boarding strategy. This means devoting similar effort and resources. 2. When initiating an off-boarding program, make sure that you provide for involuntary separations and retirements as well as voluntary separations. Implementation and evaluation should be relatively consistent across the organization. 3. Off-boarding messages and offerings can be customized for different departments in the organization, especially if you have groups in different geographies. 4. The most basic off-boarding process should cover all of the administrative bases including financials, health insurance, physical and intellectual property handover, and non- compete and non-disclosure agreements. 5. Do not be afraid to include exit interviews as part of your off-boarding process. An exit interview performed respectfully and diplomatically can glean useful data for taking your talent management practices to the next level. 6. Creating an alumni portal in which you offer current company information and job opportunities and encourage discussion will keep former employees interested and involved. Portals are especially helpful if much of your workforce is seasonal, or if employees are known for rotating in and out of the company. 7. Employee lifecycle software ensures that all of your off-boarding boxes are checked, that you and your employees have complied with all regulations, and that you have a system in place to communicate with departing employees on an ongoing basis. 8. Act on the discussions you engage in and the feedback you receive during the off- boarding process. Be open to both positive and negative comments and demonstrate a willingness to improve. 9. Off-boarding messages and offerings can be customized for different departments in the organization, especially if you have groups in different geographies. 10. In creating your off-boarding process, take into account two di fferent circumstances in which people leave: a.People are asked to leave (involuntary separations), or b. People decide to leave on their own (voluntary separations). 11. With involuntary separations, you will want to have a process t hat takes into account the likelihood that the person may have negative fee lings towards the organization. With voluntary separations, you will have a dif ferent process - one that does more to maintain and leverage the relationship. 12. Proactively communicate with the employee:  Obtain & accept resignation letter (unless involuntary).  Confirm employee appointment with benefits team. Employee meeting with HR team to discuss benefits, paid time off balances, retirement plans and employment verification process and relevant departure policy (NDAs, non-competes). 13. Initiate off-boarding process to manage departure logistics:  Enter employee departure date in HR system to trigger off-boarding checklist and alerts to key departments.  Begin processing any outstanding expense reports, petty cash or other expenses.  Begin processing of paid time off and/or leave balances.  Begin processing any required return of signing bonus or moving/relocation reimbursement. 14. Create a smooth transition plan:  Notify team and appropriate employees of employee departure.  Provide employee with link and instructions for off-boarding checklist.  Provide employee with link and instructions for formal knowledge transfer.  Collaborate with employee on list of current projects, internal & external contacts and other key information.  Identify and transfer files, documents, emails, department app log-ins & other records to supervisor. 15. Manage final departure details:  Conduct exit interviews for feedback either through online survey or in-person meeting.  Remove personal information from company-owned devices.  Remove all personal items from workspace.  Return all keys, IDs, credit cards, calling cards, permits and other company property.  Return all phones, computing devices and media.  Provide reliable contact information (home address, phone, email address) for future correspondence (especially for payroll and W-2).  Settle any cash advances, petty cash accounts, fines and reimbursements.  Move I-9 and personnel files from active to inactive. 16. Ensure a smooth last day Review the employee off-boarding checklist with employee and verify all tasks completed in the system.  Meet with key departments to ensure return of company-owned property.  Meet with IT to review scope of employee electronic footprint and property transfer completion.  Meet with key contact to ensure completion of knowledge transfer.  Ask employee to sign an agreement confirming removal of company data from personal services and devices.