Exit Processes and Interviews
The exit process, also known as employee off-boarding, is an important process that works to protect intellectual and physical property, to identify opportunities for improvement, to facilitate hand-overs, and maintain your reputation as an employer.
Example Exit Process
Exit processes will look very different from business to business, however several steps should be included in most, if not all, exit processes.
Step 1: Notification of Exit
When an employee notifies you or their manager that they intend to leave, the exit process begins.
Whoever is notified should inform the relevant members of your business, such as the human resources manager and the department head.
To avoid issues, it is recommended that you get the resignation notice in writing.
Step 2: Confirm Timeframe
So that you can make the most of whatever timeframe is available to offboard the employee, ensure it is confirmed so that you can plan backward from it.
Step 3: Transition Workload
Begin getting whatever information may be needed out of the employee and into your system as you facilitate a smooth handover of this employee’s work to other employees.
Step 4: Communicate the Exit to the Team
It is important that team members feel involved and updated on the going ons of a workplace.
If they were to show up the day after your employee exited and had received no notice, they would feel somewhat shocked. It’s best to announce the exit and provide people with an opportunity to say goodbye.
Step 5: Conduct the Exit Interview
Sit down with the employee, ideally face-to-face, and have an exit interview. This step allows a final opportunity for the employee and employer to work together and receive feedback. More on exit interviews further down.
Step 6: Collect Equipment, Remove Permissions, and Shut Down Accounts
Before saying farewell, you should work with the employee to reclaim any business property, remove the employee’s access to any systems, and to shut down their accounts.
Step 7: Wish Them Well
Employees leaving is often an unpleasant experience, but it doesn’t need to be. They are doing what they believe is best for them, even if that means more work for you in replacing them.
You should be careful not to burn the bridge, be sure to wish them well and work to part on good terms. You never know what the future holds.
The Exit Interview
Exit interviews are conducted with departing employees, just before the employee has left.
From the employer’s perspective, the primary aim of the exit interview is to learn reasons for the person’s departure on the basis criticism is a helpful driver for organisational improvement.
It is an opportunity for the organisation to enable transfer of knowledge and experience from the departing employee to a successor or replacement, or even to brief a team on current projects, issues and contacts.
From the departing employee interviewee perspective, an exit interview is a chance to give some constructive feedback and to leave on a positive note with good relations and mutual respect.
Is Your Exit Process Bulletproof?
To find out how to best manage the exit exit process and gain the most benefit for both you and the departing employee – contact Akyra for an obligation free conversation.