As an HR, Understanding Exit Process is inevitable. Despite the best efforts of employers, it occasionally becomes necessary for employees to leave their current positions or businesses. This may occur for a variety of reasons, including improved professional possibilities, private considerations, or dissatisfaction with the current position.
Whatever the motivation, it is critical that the organization and the employee handle the exit process with care and professionalism when an employee decides to leave.
In this article, we will take a look at the employee exit process.
Objective of Exit Process:
To make sure that both the employee and the business have a smooth transition.
To make sure the departing employee is properly handed over.
To guarantee that departing workers are treated fairly.
To gather opinions from the departing employee.
This policy establishes uniform guidelines and procedures for conducting exit interviews of separating employees. This policy defines business unit specific responsibilities as well as Human Resources responsibilities.
Step by Step Exit Process
The Exiting employee must provide a written resignation.
The resigning employee’s supervisor should accept the resignation in writing or by email.
The immediate supervisor will inform HR of the employee’s final day of employment.
The immediate supervisor will organize a handover, and HR will be made aware of it.
HR exit interview.
Transfer a paper from the department head and direct supervisor.
A form for provident withdrawals, if necessary.
Return any corporate property you have, such as a laptop, datacard, or mobile phone.
Access card for reentry
Removal of email addresses and other IDs
Taking away access.
The employee must complete the Exit Checklist (No Dues/No Objections) by the department of the departing employee, Finance, IT Support and HR
The items indicated in points 4 through 11 are included on the exit checklist.
HR will offer the letter of resignation and the letter of experience.
What is an Exit Interview?
When we talk about Exit Process, the Exit Interview plays a crucial role. Let us see what it is. An exit interview is a procedure where a departing employee is questioned about their time while working for the organization. The organization can utilize this input to pinpoint areas for improvement and to learn more about the reasons behind staff turnover.
Guidelines for Exit Interview Process
The exit interview process is designed to identify why employees choose to leave XYZ Company HR and to assess perception of and satisfaction with organizational policies and practices, as well as salaries, benefits, and working conditions.
This information will be used to address problems and to improve or modify management practices, salary, benefits, and working conditions.
The exit interview process will vary depending on whether the employee is voluntarily leaving the organization or if XYZ Company HR initiates the separation.
This process should be used for all regular employees. Long-time intermittent or part-time employees may participate in the interview process, at the discretion of Human Resources.
Responsibilities for Exit Interview
The business unit will:
a. Notify Human Resources as soon as the employee provides verbal or written notification of impending resignation or retirement, or when the supervisor has decided to discharge or lay off the employee.
Human Resources will:
a. Maintain the survey form for the exit interview that is delivered to departing workers..
b. Schedule an exit interview with the employee as close as possible to the employee’s last day of work.
c. Send the questionnaire to the employee at least three days prior to the exit interview date.
d. Conduct the exit interview.
e. Evaluate the exit interview information to determine if issues identified need to be addressed and identify trends for departing employees.
f. Provide feedback to business units as appropriate – honoring requests for confidentiality.
g. Maintain completed questionnaires for two years.
h. Keep a database to record and track exit interview feedback.
However, some of the aforementioned procedures won’t be followed if an employee is being fired. This will depend on the organization’s judgment and the policies it chooses to implement.
In conclusion, the employee exit process is a critical component of human resource management that requires careful attention and planning.
Organizations may uphold a positive reputation and create a culture of trust and respect with their employees, both present and past, by putting a priority on communication, respect, and support.
Hope this article is more helpful for your HR Department.
Also read Drug and Alcohol-Free Policy for risk free workplace