An employee’s departure is usually a sensitive time for both the employee and the company. Whether the employee left voluntarily to pursue other opportunities or was terminated, the matter should be handled with delicacy and professionalism throughout. There are several actions that must be completed during offboarding.
A HRIS can simplify the offboarding process and help make the experience a little more pleasant for all involved. Since former employees are at least as likely as current employees to leave reviews of the company on job sites and to report their experiences to associates, handling offboarding properly can help a company maintain a favorable reputation.
Providing Exit Interviews
Exit interviews can help a company to improve aspects of employment that may prevent future offboarding. By allowing departing employees to freely express their opinions of the company and detail what they think could have been done better, HR professionals glean insights into these matters that may have otherwise been unobtainable.
HRIS makes it easier for employees to complete exit interviews on their own time when they are more comfortable. HRIS may also help to report results in a manner that makes the data actionable.
Covering Legal Bases
HRIS is a great tool for gathering information regarding employee performance, attendance, and behavior. If it becomes necessary to terminate an employee, HRIS can help provide documentation to support the decision – as long as records have been kept up to date.
HRIS can also help to distribute final payment and benefits, as well as issuing a COBRA notice. These actions are easier to do with HRIS and can help a company to cover legal bases so that there are no grounds for lawsuits.
Wrapping up Employment Formalities
When employees are offboarded, it’s important to disable their access to sensitive information. When HRIS is used as the access point, it’s easy to change codes and make sure that the former employee no longer has access to the system after a certain point.
Additionally, HRIS can be used to reassign tasks to other employees and manage the fallout from a temporary vacancy.
Updating Company Directories
If HRIS is linked into online company directories or provides social feeds for employees, employees can be removed from these mediums as part of offboarding. This should be easy to do with just a few clicks, so that customers and peers always have access to the most up-to-date information about the team.
Storing Employment Records
Employees may ask for references or may even apply to work at the company again in the future, so it can be advantageous to keep employee records on file. Since HRIS stores this data digitally, it doesn’t take up physical space in a workplace. The files of former employees can be moved to a folder, making it easy to distinguish between current and former employees and to access records for a certain length of time after offboarding has been completed.
If you feel that your company could benefit from a HRIS that assists with offboarding, we can help. Check out our free hris quote and demo page today to get started.