Offboarding: how to say goodbye to an employee?

October 25, 2022
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When an employee leaves your company, it's important to handle the departure process properly. If you don't take the time to say goodbye properly, it can lead to negative feelings and even legal problems.

In this article, we'll discuss offboarding and the best way to say goodbye to an employee. By following these tips, you can set up a smooth departure process for all employees who remain with the company.

Inform all employees of this departure

The departure of an employee can be a difficult time for all employees. It is important to manage the termination of the employment contract in a respectful manner that takes into account all those involved.

One of the key elements of a successful offboarding is good communication with the teams about the employee's departure. This makes it possible to explain the reasons for the departure and not to leave room for doubts that could discredit a manager, for example.

Offboarding, or when the departure of an employee is an opportunity to welcome a new recruit

In addition, a departure is usually synonymous with an arrival, and perhaps an internal employee has long dreamed of taking over the vacant position

There are many benefits to developing an employee within the company, including:

  • the employee's knowledge of the company's culture
  • avoid the manager a whole recruitment process (interview, onboarding, etc.)
  • avoid management training on the company's resources

It is therefore essential toinform all employees of the employee's departure from the company, regardless of the circumstances.

Manage the continuity of the position

As any experienced manager knows, one of the keys to a successful team is the transfer of knowledge between employees.

When an employee leaves a team, it's critical to ensure that his or her replacement has all the information needed to succeed in his or her new role within the company. This can be done in several ways, but one of the most effective is to prepare a detailed onboarding manual. This manual should contain everything the new employee needs to know about the job and the team's goals.

It is the manager's responsibility to ensure that the outgoing employee, during the offboarding process, has provided all the information and documentation necessary for a smooth transition.

Gather employee's impressions of the departure

It is important to take the time to gather the employee's impressions at the time of his or her departure. This is a valuable opportunity to learn what they liked and disliked about their job, and what they would like to see changed.

A departing employee is usually less reserved and can express himself more freely. Therefore, you will certainly learn a lot from this conversation. 

The employer must keep in touch with its former employees

The above-mentioned discussion is also an opportunity to thank the employee for his or her work and to wish him or her the best for the future. Because even if an employee has left the company, it is important to say goodbye calmly and to keep in touch with him. Indeed, he might come back to work for you one day after his past experience in another company.

As we know, recruiting talent is one of the most important steps in the success of a company. A former employee can serve as an ambassador to develop your company's brand image

Offboarding : Safety measures to take

Regardless of the reason for an employee's departure, certain steps must be taken to protect the company's interests. This includes recovering any property the employee may have left behind, such as laptops, phones and badges.

It is also important to remove the departing employee's access to all internal accounts and systems. This ensures the security of sensitive information and reduces the risk of fraud or theft.

Finally, it is sometimes essential to obtain a confidentiality agreement signed by the departing employee. This document guarantees that he or she will not disclose any confidential information about the company, its products or its customers.

In conclusion, offboarding is an important step in the life of a company, it allows :

  • Communicate with teams on the departure of an employee,
  • Ensure continuity of the workstation,
  • Collect the employee's impressions upon departure,
  • Use the former employee in a recruitment strategy,
  • Protect the interests of the company.

FAQ - Offboarding an employee

How to manage the departure of an employee?

Departing employees should be treated with respect and professionalism. You should inform the team of the departure as soon as possible, thank the employee for their work and maintain the best possible relationship with them.

Are the employer and the employee still under contract during offboarding?

The employer and employee are effectively still under contract during the offboarding process. This allows the employer to ask the employee to complete certain steps necessary for a smooth transition.