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Offboarding is the name given to the set of processes related to the departure of an employee. Examples of these processes may be signed resignation letters or the respective compensation made. Offboarding is more than the resolution of practical matters. It's also necessary to take measures to cease joint work without any repercussions or negative feelings. After all, it's possible that valuable collaboration may arise between former employee and employer after leaving the organization.

It's important, both for the company and for the former employee, that the output be fluid and that a good environment be maintained. Frequently, it 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 considers 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 life, and the company, a professional reference to which the former employee can refer.

Software for Offboarding

Offboarding, like onboarding, is ideally executed according to a standardized working method. This doesn't mean that all employees should receive uniform treatment when they leave the company. What it means is that the administrative and technical side benefit from automation. Therefore, it's very common that the offboarding functionality is in a human resources package.

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

In addition to all this administration, the onboarding software also ensures that former employees can no longer access commercial applications or company systems. However, we must consider making some exceptions with this absolute exclusion from the system since, for example, a retired person can be of help to new employees through the platform.

Offboarding is still a social process, however, the software helps companies end up well with employees. For example, many packages include a function with a type of step-by-step plan for both parties to finish in a good way. You can also generate exit surveys in which the former employee can give his opinion. For colleagues with professional treatment of the employee, an automatic notice about the departure is created to avoid misunderstandings.

The transfer of knowledge during offboarding

When an employee leaves a company, he often takes a lot of knowledge of the company with him. Therefore, it's vital that this knowledge be 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 ERP system. The most effective is to combine both actions, 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 farewell talk is the opposite of a job interview. It can be seen as a deeper version of the exit survey given to the employee. It's 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 end the " loose ends ". In this way, the former employee can be reminded of the confidentiality agreement. Likewise, the employer is reminded of the former employee's data protection.

The power of Alumni

Often, former employees are known as alumni. This isn't because it sounds more positive, but because it's usually accompanied by permanent and continuous contact. Keeping in touch with former employees has two main advantages:

The student can help choose

Former employees know the company as the palm of their hand. That's why they could be of great help when choosing a good candidate for a vacant position. Often, alumni also bring candidates. Some companies even allow former employees to make decisions about new employees.

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 left at first to take on a new professional or personal challenge. Sometimes, after studying something new or working in a completely different sector, the student decides that what is best for him is to return to where he started.

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