Employee Off-Boarding by HRMS Software

 

Employee Off-Boarding by HRMS Software

A pleasant departure from the company

Offboarding is the name given to the set of processes related to the departure of an employee. Some examples of these processes can be the signed resignation letters or the respective compensations made. Offboarding is more than just solving practical matters. Steps also need to be taken to stop working together without negative repercussions or feelings. After all, it is possible that a valuable collaboration between former employee and employer could emerge after leaving the organization.

It is important, both for the company and for the former employee, that the exit is smooth and that a good atmosphere is maintained. It often happens that when the employee leaves the office, the office no longer considers him a relevant person. And vice versa, the former employee no longer views the employer as influential. However, this way of thinking on both sides is wrong. A former employee will remain a kind of business card for the company for life, and the company, a professional reference that the former employee can refer to.

Offboarding by HRMS software

Offboarding, like onboarding, is ideally executed according to a standardized working method. This does not mean that all employees should be treated uniformly when they leave the company. What he means is that the administrative and technical side benefit from automation. For this reason, it is very common for offboarding functionality to be found in an HR package.

Tip: An HR management package can offer many different capabilities, but not all companies need the same. Therefore, it is advisable to start from what the company really needs and not from what the packages that you already know offer. In the Compilation Table of HR Functionalities, project managers find checklists in which they can indicate the requirements and wishes they have for an HRMS Software.

The main functionality of the offboarding software is the administrative handling of the dismissed or pension . This function guarantees the correct resolution of a contract in a uniform and legal way. Thanks to this, the possibility of errors is reduced and, therefore, of claims is less. This software also performs other functions such as the closing, storage or legal deletion of other personnel documents, such as a file with contact data. As a final function, this software automatically creates the output documents, that is, a final payment voucher and an annual settlement, proof of certificates obtained, references, etc.

In addition to all this administration, the onboarding by HRMS software also makes sure that former employees can no longer have access to either business applications or company systems. However, it is necessary to consider making some exceptions with this absolute exclusion from the system since, for example, a retired person can be of help for new employees through the platform.

Offboarding is still a social process, yet software helps companies end well with employees. For example, many packages include a function with a kind of step-by-step plan so that both parties finish in a good way. Exit surveys can also be generated in which the former employee can give their opinion. For colleagues with professional treatment of the employee an automatic notice about the departure is created to avoid misunderstandings.

Knowledge transfer during offboarding

When an employee leaves a company, they often take a lot of company knowledge with them. Therefore, it is vital that this knowledge is transferred effectively at the end of the collaboration. For example, an employee who leaves the company may still be required to help his successor. Knowledge can be stored in systems, such as document management or an HRMS system. The most effective is that both actions are combined, both the storage of knowledge in a system and the presence of the former employee to help with the training of the new employee.

The farewell talk

A goodbye talk is the opposite of a job interview. It can be seen as a more in-depth version of the exit survey given to the employee. It is a type of interview in which the employer and the former employee present the positive and perhaps negative experiences they have had. This can help both parties to improve, with a view to a new job or to take things into account when hiring new employees. This conversation is also an opportunity to put an end to the "loose ends." In this way, the former employee can be reminded of the confidentiality agreement. Also, the employer is reminded of the data protection of the former employee.

The Power of Alumni

Former employees are often referred to as alumni. This is not because it sounds more positive, but because it is usually accompanied by permanent and continuous contact. Keeping in touch with former employees has two main benefits:

The student can help choose

Former employees know the company like the back of their hand. That is why they could be of great help in choosing a good candidate for a vacant position. Often times, alumni also bring candidates. Some companies even allow former employees to make decisions about new hires.

The alumni can be re-employed

It may be the case that a former employee returns to the same company after a while. For example, it may be that the worker initially left to take on a new professional or personal challenge. Sometimes after studying something new or working in a completely different field, the alumni decides that what works best for him is to go back to where he started.