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for supervisors

Offboarding, a key step in the employee experience

One of your employees will soon be leaving your team and the company ?
So that his departure takes place in the best conditions, have you thought about how to organize it ?To support you in this process, we put at your disposal this guide.For any additional needs, do not hesitate to contact your Human Ressources Manager.The Directorate of Human Resources
What should the employee do before leaving the company ?
What should you keep in mind ?
What is the importance of receiving feedback ?
How does the offboarding process work ?
Click on the question marks to read the answers

Let’s discover the offboarding route together

How to manage the departure of an employee from the company?

Offboarding, a key step in the employee experience

Offboarding, a key step in the employee experience

Discover the six steps

6. Follow up with the team after the employee’s departure

5. Organize the passing of files

4. Communicate on departure and arrangements

3. Set departure date and organization

2. Understand the reasons for departure and make a review of course

1. Inform the N+1 and the HR department of your employee’s departure wish

What are the 6 steps in the offboarding process?

Click on the + for more information

Also remember to follow up with the team after the employee leaves to:

  • Answer the questions that arise
  • Help the team resolve the difficulties it encounters

Understand the reasons for leaving and take stock of the employee’s career in the company via the organization of a departure interview with the employee in case of resignation. It is always useful to organize an informal interview with the employee to assess his experience within the department. First it is an opportunity to value what he has learned. Then, it gives the company the opportunity to collect ideas for improvement on its organization, its processes, its management :

  • What are the reasons for its departure?
  • What is his assessment of his experience at Stago?
  • According to him, what is the ideal profile for the position?
An additional interview is to be planned between the Human Resources department and the employee leaving the company.

Avant de quitter définitivement l'entreprise, le salarié doit vous remettre divers éléments. Pour accéder au guide de restitution du matériel de l'entreprise, rendez-vous sur Chorus : https://intranet.stago.com/ressources-humaines/chorus-management/recrutement-et-integration.html

Comment gérer le processus d’offboarding pour éviter qu’un salarié ne parte fâché, qu’un manager ne soit pris de court ou qu’une équipe ne se retrouve débordée ? Les clés

  • Anticiper
  • Organiser
  • Communiquer
Les enjeux
  • Garder le salarié motivé jusqu’à la fin de son contrat
  • Assurer une bonne passation pour faciliter l’organisation après son départ
  • Valoriser sa marque employeur et potentiellement voir revenir le salarié dans le futur.
Les situations concernées : tout type de départ à l'initiative du salarié qui peut être anticipé et sans retour prévu dans l'entreprise.

Remember to inform your N+1 and the HR department of your employee’s departure, as soon as you are aware of his wish to leave the company.

Saisir l’opportunité de s’améliorer On n’y pense pas toujours, mais l’offboarding est utile pour prévenir de futurs départs. Moment phare de ce processus, l’entretien de départ entre encadrant et salariés a pour objectif de faire une rétrospective sur l’expérience et le vécu du salarié au sein de l’entreprise. L’encadrant et le service RH pourront utiliser ces informations pour mettre en place des actions visant à améliorer l’expérience collaborateur. Et si ces mesures sont efficaces, elles augmenteront la satisfaction et l’engagement des salariés. Il s’agit d’un véritable investissement à long terme ! Pour rester un employeur de choix, recruter et fidéliser nos salariés.

  • Define and inform the employee of his departure date and define the organization to set up to deal with the departure.
  • If applicable, prepare an application for replacement.

Organizing the passing of files, first of all gives visibility to the employee on what the company expects from him until his departure. This then allows the supervisor to anticipate and regulate the workload of the rest of the team. It is up to the supervisor to coordinate and monitor the smooth progress of the transfer until the departure of the employee. In particular, he must ensure that the departing employee has time to :

  • Finalize the outstanding tasks before his departure;
  • Document the actions in progress to facilitate the recovery of files by other team members;
  • Write the processes useful to the realization of his missions for the future replacement.
If you can, organize individual meetings between the employee and each employee who will resume his current missions. This is the best way to ensure a successful handover.To go further, we can make offboarding a team objective. The supervisor describes deliverables or actions :Objective: to send the file X managed by Antoine to Martine75%: All processes are documented 100%: The interview of handover was performed 125%: Martine is autonomous on the file X before the departure of Antoine. The supervisor can also survey the teams on the evolution of the organization:
  • How do they feel their burden ?
  • Do they want the vacancy changed ?
  • What projects do they think should be prioritized ?

Un départ de l’entreprise n’est pas forcément un adieu

  • Ne prenez pas les départs comme une attaque personnelle : il faut plutôt se dire que si le collaborateur fait ce choix, il a de bonnes raisons. Ce n'est pas contre vous !
L'expérience collaborateur est un marqueur fort de l'image de l'entreprise et celle-ci ne s'arrête pas brusquement dès les portes franchies. A vous de créer les conditions favorables pour que la relation se poursuive même une fois le collaborateur sorti des effectifs.
  • Entretenez la relation avec l'ancien salarié qui peut être un ambassadeur de l'entreprise auprès de son réseau. Il pourrait d'ailleurs lui-même revenir un jour dans l'entreprise. Les réseaux sociaux (et plus spécifiquement LinkedIn) permettent de garder contact avec d'anciens salariés, de suivre leur carrière ou encore de les féliciter à l'obtention d'un nouveau poste.
  • Soigner l'entretien de départ et éviter l'utilisation d'un questionnement ou formulaire impersonnel et rapide façon QCM.
  • Garder en tête qu’un ancien collaborateur reste un ambassadeur de l’entreprise et que son avis positif ou négatif influe directement sur les futurs consommateurs, clients ou talents.

Communicate on departure and arrangements : must intervene early enough not to catch the team short.

  • Inform the team, the department, external contacts (IT, general services, etc.).
  • To thank the employee for the time he has devoted to the company, even if the “fit” has not passed
  • Give visibility on the workload to be distributed/ or the arrangements made to reassure those who remain.
  • Inform the IT department of the equipment to be recovered and the accesses to be cut, the HR department that a balance of any account is to be prepared, general services of a car, a telephone, a parking space to be recovered… Beyond the logistical aspects, this leaves a good image for the employee as well as the rest of the team. No more forgetting or last minute management.