What is Offboarding? Professional Offboarding process 2024

Offboarding - a seemingly strange term but plays an important role in the human resources management process of any business. So what is Offboarding ? In this article, let's learn about the concept and steps to build a professional Offboarding process with 1C Vietnam!

1. What is Offboarding?

Offboarding is the formal process of separation between an employee and an organization or business through resignation, resignation or retirement. This process includes decisions and procedures related to employees leaving the organization, such as deciding to terminate the contract, finding a replacement, and completing work-related and legal issues. physical.

2. Why do businesses need to build a systematic Offboarding process?

The Offboarding process plays an important role in building a business's human resources system. Here are some benefits the process brings:

• The Offboarding process ensures recovery of company assets and deletion of personal data, protecting intellectual property and avoiding the risk of data loss.
• A clear Offboarding process helps businesses comply with labor laws, reducing the risk of legal disputes.
• Handling resignations professionally demonstrates a culture of respect for employees, creates reputation and attracts talent.
• Feedback from Offboarding interviews and surveys helps improve the work environment.
• Offboarding is a way for companies to show respect and express gratitude for their employees' contributions, as well as make a good impression on them when they leave.
• Caring for employees when they leave increases the motivation of current employees.
• Offboarding creates opportunities for leaders to listen and better understand employees' aspirations, increasing engagement and trust.
• Building an optimal Offboarding process helps resolve negative issues when employees leave, minimizing the impact on the organization.
• Help leaving employees feel comfortable and satisfied, creating conditions for them to return to work in the future.

3. Professional and detailed Offboarding process 2024

In today's business environment, building a professional Offboarding process is extremely necessary. Below are 6 detailed steps to build a complete resignation process that businesses can refer to and apply:

3.1 Step 1: Processing leave requests

When an employee decides to leave, the human resources department will take the following steps:

• Prepare contract termination documents: The Human Resources Department prepares labor contract termination documents according to the prescribed form, including basic information about the employee, working time, reason for leaving, etc. ..for the staff to sign for confirmation.
• Plan a post-exit interview: Determine a schedule for the conversation after the employee leaves, perhaps during a farewell meeting or similar event.
• Notify relevant departments: Send information to relevant departments, especially the human resources department, to plan recruitment or dispatch replacement personnel.

3.2 Step 2: Prepare relevant documents

After processing the resignation request, the Human Resources department and the direct management department will coordinate to prepare the necessary documents and procedures to ensure a smooth contract handover and liquidation process. include:

• Documents for termination of employment contract.
• A commitment to information security between employees and the company.
• Work handover minutes, important documents and data.
• Inventory the equipment the company provides to employees.
• Documents on debt, taxes and personal financial issues.
• Invitation to attend the farewell party (if any).

3.3 Step 3: Plan work handover

Effective work handover is the key to ensuring business operations are not interrupted when employees leave or change positions. Here are the secrets to quickly handing over work:

• Determine replacement position: Decide whether to assign a current employee or hire a new hire for the position that needs to be replaced.
• Prepare documents and information: Collect complete documents and information related to the work, processes and tasks of departing employees. Include references, to-do lists, and important contact information.
• Handing over work: Organize direct meetings between the handover person and the recipient to exchange information. The handover person presents and shares working experiences, and answers the recipient's questions.
• Support and follow-up: Provide support to new hires in their early stages of employment. At the same time, monitor progress, ensuring newcomers receive all the necessary information and resources.

3.4 Step 4: Conduct post-employment interview

The post-employment interview is an opportunity for employees to share opinions and comments about the company, working environment and human resources policies. This helps businesses identify issues that need improvement and make positive changes.

3.5 Step 5: Reclaim internal resources

Employee resignation can pose risks to the security of company information and assets. Therefore, the Human Resources department needs to take the following steps to ensure safety and efficiency:

• Recover all equipment and company assets from employees, including IDs, computers, cell phones, uniforms, keys, and any other property.
• Remove access to email and internal systems by changing passwords and revoking access to corporate accounts.
• Update contact information to redirect emails and calls to the appropriate new person.
• Update the company organizational chart to reflect changes in personnel.
• Remove employee names from calendars and meetings to ensure they are no longer associated with future events.
• Inform teams, partners and customers about changes in personnel and their replacements.

3.6 Step 6: End the resignation process

Organizing a farewell party is a good way to end the Offboarding process. This helps maintain good relationships and demonstrates the company's professionalism. In addition, this is also an opportunity for employees to feel respected and receive recognition for their contributions in the past.

4. The most complete Offboarding Checklist template for businesses

In order for the Offboarding process to go smoothly, the human resources department should prepare a Checklist with all the items on asset handover, salary and bonus, project status, contact information,... Below is a sample Offboarding Checklist details that businesses can refer to:

4.1 Hand over assets to the company

Handing over assets is always an important step in the Offboarding process. HR departments can use the following checklist to ensure that no steps are missed:

• Require employees to return the following assets provided by the company:
  • Laptops and computer bags.
  • Mobile phone.
  • Employee ID and access password.
  • Parking pass.
  • Company's car…
• Restrict login access:
  • Login access to networks and computers.
  • Email accounts, phone conferencing, and instant messaging.
  • Third-party software passwords (access to important company systems such as Intranet, Salesforce, Marketo, Website CMS, Analytics,...).
  • Access sensitive company documents.
  • Payroll and other paperwork.

4.2 Update salary and paperwork system

Updating salaries and paperwork systems is done to ensure the benefits of employees, while avoiding future legal risks related to the company. Salaries and documents will be processed as follows:

• Agreement on final monthly salary, including payment of all unused leave.
• Require the employee to sign the contract termination record.
• Require employees to sign a non-compete agreement and a commitment to information security.
• Provide documents about post-employment benefits if any, including health care, retirement, unemployment insurance.
• Communicate information to employees about required processes and paperwork.
• Instruct employees on further procedures and related documents.

4.3 Hand over current project status

To ensure project continuity when an employee is leaving, handing over the current project status is important. Businesses need to take the following steps:

• Require employees who are about to leave to hand over and give work instructions to the recipient.
• Remove access to work data for departing employees.
• Receive a list of contacts inside and outside the company from employees.
• Interview employees about reasons for leaving and review feedback.
• Ask about issues the company can improve to enhance the work environment.
• Create opportunities for potential employees to return to the company if needed.

4.4 Contact information

To notify an employee about to quit, businesses can do the following:

• Communicate the employee's impending termination to relevant people verbally, in writing or by email. Including information about the date of departure and the person who will take over the next job.
• Notify other parties such as customers, suppliers and partners that the departing employee is responsible for. Provide the new contact information for the person receiving the work to ensure continuity in the business relationship.

5. Difference between Offboarding and Onboarding

In human resource management, Onboarding and Offboarding are two opposing concepts.

6. Manage the Offboarding process effectively through 1C:Company Management software

1C:Company Management software is an open solution with flexible features to help automate administrative work for SMEs. With the ability to connect all departments of Sales, Purchasing, Production, Warehouse, Finance, Human Resources, Payroll, and CRM on the same system, this software helps businesses save time, costs and increase operating productivity by up to 60%.

In particular, the human resources management module of 1C:Company Management software provides a series of necessary features to manage the Offboarding process effectively. From storing complete personnel information, managing labor contracts, to handling termination procedures and recruiting management, all are automated and customized to each individual's specific needs. organization. This helps businesses maintain a professional Offboarding process, protect the rights of employees and the organization, and build a good recruitment brand in the eyes of candidates.

Thus, 1C Vietnam has presented the concept of what Offboarding is and the process of building professional Offboarding in 2024. If your business is looking for a versatile software solution to manage system-related processes, human resources, please refer to 1C:Company Management software immediately!