When an employee leaves your company, it’s important to have a structured offboarding process in place. Offboarding is the process of transitioning an employee out of your company. It’s important to ensure that the process is handled professionally and efficiently. Below is an offboarding checklist to make sure you have a smooth offboarding process!

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1. Conduct an exit interview

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An exit interview allows you to get feedback from your employee about their time at the company. It allows you to identify where you can make improvements.
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Here is a checklist for conducting the exit interview:

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• Schedule the exit interview (offer it in person, on the phone, via video, or through a survey)
• Ask for feedback on their employee experience
• What did they enjoy/not enjoy about the company?
• What did they enjoy/not enjoy about their position?
• What is their reason for leaving?
• What could you have done differently to get them to stay?
• Would they like a reference letter?

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Note 💡:  It’s important to maintain a positive relationship during the offboarding process to ensure things end on good terms.

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2. Collect and transfer knowledge 

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Before the employee leaves, document their responsibilities, and knowledge so that it can be shared with other employees.
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Here is a checklist of things you should keep track of:

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• The departing employee’s job responsibilities, processes, and procedures
• Their contact information for their replacement or colleagues
• Advice and guidelines for future employees

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3. Secure company assets

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You should collect company assets so they’re secure and not at risk of being misused.

Remember to do the following:

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• Collect keys, badges, equipment, software
• Revoke the employee’s access to company systems and data
• Change any passwords as needed
• Secure any other confidential information, intellectual property, or trade secrets

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4. Communicate with remaining employees and clients 

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Inform employees and any relevant clients about the employees’ departure and your plan moving forward.

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Here is a more detailed checklist: 

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• Notify the remaining employees of the departing employee's departure and the reason for it, if appropriate
• Assure the remaining employees that their roles will not be affected
• Introduce the employee's replacement or a point of contact
• Have a 10-minute, optional coffee chat for team members to say goodbye to the departing employee

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5. Finalize administrative tasks

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Make sure you finalize any administrative tasks relating to the employee. This includes:

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• Update the employee's HR records and payroll information
• Ensure that the employee receives their final pay-check and any outstanding benefits, such as vacation time or sick leave
• Provide the employee with any necessary paperwork, such as a termination letter or a reference letter

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6. Maintain a relationship with the employee

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Maintaining a positive relationship with the ex-employee is essential. Here are some simple things you can do to maintain your relationship:

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• Thank the employee for their contributions to the company
• Offer to provide the employee with a reference or assistance in their job search
• Maintain a professional relationship with the employee, as they may be a future client or colleague

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Offboarding an employee is an important process. This checklist will ensure that you act professionally to maintain your relationship with the employee. Missing this opportunity for a smooth and thorough offboarding may lead to an employee feeling dissatisfied which could hurt your company's reputation.