Published September 9th, 2020
What are Employee Offboarding Checklists?
Employee offboarding checklists are tools that help Human Resources (HR) professionals ensure a seamless separation for departing employees either through resignation, termination or retirement. Not having an employee offboarding process can expose organizations to legal, security and reputational risks.
Top 5 Benefits of Using Employee Offboarding Checklists
Using employee offboarding checklists can help HR departments and teams:
- Minimize Error and Oversight
Overlooking crucial steps of the offboarding process can lead to incomplete paperwork , administrative errors and compliance violations. The use of offboarding checklists can help HR professionals keep track of offboarding requirements like critical paperwork (i.e. Non Disclosure Agreements), knowledge and project handover requirements and transfer of company assets.
- Mitigate Legal Risks
Not having a comprehensive audit trail for leaving employees opens organizations up to potential litigation. Even employees who initially leave on good terms could be disgruntled in the future and make unfair dismissal claims. Having a structured offboarding process with the use of checklists can remind your HR teams to follow the correct legal steps when offboarding departing employees.
- Manage IT Security Risks
Failure to retrieve company equipment and switch off data access for departing employees can pose serious risks of data breach for an organization. HR teams should consult IT departments to determine what equipment and access should be retrieved. Checklists can also be helpful when asking employees to declare that all access has been returned.
- Ensure Seamless Handover
Without proper knowledge transfer, the remaining employees would suffer. It could cause confusion, low work productivity and in extreme cases, teams starting in scratch. An employee offboarding checklist is an effective way to ensure that departing employees do not leave until they have transferred login access, guidelines, strategy planning and their contact details in the event of future team inquiries.
- Build Positive Reputation
Disgruntled departing employees can cause negative reviews, lower employee morale and damage employer branding. Conducting exit interviews can help ensure departing employee voices are heard and help HR teams identify areas for improvement. Employees who leave on good terms and feel their concerns have been heard may return in the future or at the very least not vocally disparage your organization.
What is iAuditor and how can I use it for Employee Offboarding?
iAuditor is the world’s #1 digital form application. Cut down on paperwork by using iAuditor’s digital employee offboarding templates. Stay on top of all offboarding procedures and easily identify non-compliance. Gather electronic signatures and securely save offboarding records online in the cloud with iAuditor.
Top 3 Employee Offboarding Checklists
1. Employee Offboarding Checklist
An employee offboarding checklist is used by HR professionals to oversee compliance of offboarding procedures. Ensure a seamless separation for the exiting employee. HR staff can use this as a guide to:
- Conduct a step-by-step check on all offboarding procedures from required paperwork, knowledge transfer and recovering company assets
- Add detailed notes or comments
- Add comments and recommendations
- Complete the checklist by capturing electronic signatures of the employee and HR representative
2. Non-Disclosure Agreement Template
A Non-Disclosure Agreement should form a part of the employee offboarding process. This template can be used by HR staff to obtain the electronic signature of the departing employee as an acknowledgment of the NDA. You can customize this template by including your standard NDA from your legal or HR team.
3. Exit Interview Survey Template
An exit interview is a survey conducted during the offboarding process for the purpose of gaining insights for organizational improvement. HR staff can use this template to easily gather employee feedback to find out their motivations for leaving and how things could have been better for them (if at all).