Employee Exit Management process refers to the procedure followed on the exit of an employee due to resignation or termination from the term of employment. It is a vital process of HR department as the organization’s belongings are retrieved before the exit of the employee.
The importance of employee offboarding lies in ensuring a smooth exit process to maintain the company’s goodwill. This creates a positive impression on new hires, showing that the company respects its human resources.
Exit management helps the HR manager to synchronize the data handed over by the leaving staff so that it can be utilized conveniently in the time of contingencies. Managing an employee offboard is not only beneficial but also essential for the company.
Why should you choose Exit Management software?
Exit management or the offboarding process of the employee have significant advantages which must be performed strategically. Some of the points are given below:
- Organized employee data management.
- Recover all the important data from the exit employee.
- Reduction in data theft.
- Gathering insight in prevailing work culture,
- Bringing up necessary changes for the future growth of the organization.
- Contribution in strategic planning framed by the organization.
- Intensifying employee experience.
- Creating a positive impression in an employee’s mind.
- Gaining constructive feedback for the employee’s journey.
Gaining knowledge about the definition of employee exit management and its benefits. Now we can move forward with the other related details of exit management.
How is exit management put into action?
The exit management process is a modulated step followed by the HR department during an employee’s exit. The following steps are:
Managing Employee Resignation
First, the work is to address the employee letter of resignation they applied for. It represents the activeness of the organization towards the delicate situation that needed to be handled sensitively. The organization should also keep in mind by reaching the solution empathetically that would be beneficial for the organization.
Being decisive about the acceptance or rejection of an employee’s resignation letter provides time to come up with appropriate solutions to retain resourceful staff. It also showcases the promptness of management.
It can be a vital initiative enhancing employee morale and can contribute to them being a resourceful asset to the company till the end.
Automated Exit Process
The next step of the offboarding is digitalizing the process. The nature of offboarding can be hectic and time taking. It includes several paperwork and documentation.
So, it is needed to make the process automated to avoid complexities and extra work. Automating will help to manage the employee exit process in a systematics way by eliminating manual effort in the documentation and evaluating the due payroll to be cleared during the final exit of the departing employee.
Additionally, automating the employee exit management process speeds up offboarding, ensuring employees leave on a positive note. Automating offboarding ensures the error-free and glitch-free assessment of data and records provided by departing employees.
Preparing Checklist
After digitalizing the exit management process, the next step is to prepare department-specific exit checklists. This includes a detailed list of all equipment, assets, and official login access provided to the departing employee during onboarding, along with their name, job role, department, and other relevant details.
A business holds various confidential assets, and since employees are integral to the business, it’s crucial to gather all belongings (such as knowledge and assets) before they leave permanently.
After receiving an employee’s resignation, management prepares a checklist of all assets and access the employee holds. This exit checklist ensures a synchronized and complete return of all items and information.
Completing the Paperwork:
The manager of the departing employee’s department must inform other departments, such as IT, Administration, and Finance, about the exit date. This is necessary so IT can block access to official IDs, preventing any misuse of accounts.
The admin will collect all official gadgets and documents before the employee’s departure and approve the finance department to clear any dues. Signing official documents before departure ensures nothing is missed and authenticates the handover of documents, making it an important step in the offboarding process.
Final Settlement
Once clearance is initiated, the final payment is released. This includes the due salary, employee dues, and additional costs incurred, such as provident fund clearances.
What are the Features FlexiEle offers in Exit Management?
FlexiEle HRMS is a blessing in disguise for the organization as it offers powerful features that make the process of offboarding easier and automated. The organization does not require to think much about the exit procedure will be hassle free with no error. The exit management has three steps:
- Employee Initiate
- Personal Contact Details for FnF Communication
- Employee Exit Feedback
Step 1:
Through initiate resignation the employee will be able to start the process of their resignation. Then they need to click on send resignation which will lead them to direct page of resignation where they need to fill in all the details regarding the offboarding process. For example,
- Notice Period
- Resignation Date
- LWD As Per Policy
- Requested LWD*
- Reason behind the exit
Step 2:
In this part, the employees must fill in their details so the HR Department can contact them for a final settlement.
Step 3:
Through FlexiEle HRMS exit management the employee needs to write an elaborate resignation letter. They need to choose the cause of resignation through multiple choice questions. The employee could also add any other comments they wanted to inform the organization
In conclusion, employees should always have a smooth offboarding experience. The organization is responsible for making the exit management process less time-consuming and effortless. Therefore, the company should choose an exit management system that makes life hassle-free not only for the HR Manager but also for the employees.
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