Offboarding Process

Notify Relevant Stakeholders:
Inform HR, IT, team leads, and other departments about the employee’s departure and the steps required to ensure a secure offboarding process.
Review Contracts & Agreements:
Verify that the employee’s resignation complies with the company’s policy of a two-week notice period. If applicable, remind the employee of this requirement.
Identify Knowledge Transfer Requirements:
Outline and assign any knowledge transfer responsibilities to ensure a smooth transition of client and operational knowledge.

Schedule Knowledge Transfer Sessions:
Organize meetings for the employee to share critical knowledge about client accounts, internal systems, and processes.
Document Processes:
Encourage the employee to document important workflows, procedures, and client-specific details for the incoming team member.
Final Performance Review & Feedback:
Conduct an exit interview to collect feedback on the employee’s experience and assess any potential areas for process improvement.

IT and Security Procedures

Revoke Access to Systems & Tools:
Disable access to uContact, CRM tools, client-related accounts, and all internal systems as soon as the employee’s notice period concludes.
Collect and Secure Equipment:
Retrieve company-owned equipment (laptops, mobile devices, headsets, etc.) and ensure all devices are wiped of sensitive data.
Review Data Security Compliance:
Reaffirm that client data security is a top priority. Audit all systems to ensure the employee no longer has access to proprietary client information.

Access Review for uContact:
Ensure that the employee is completely removed from all uContact-related systems, ensuring no access to sensitive client data or communications.

Transition Client & Account Management Responsibilities

Reassign Client Accounts:
Transition any client accounts the employee was responsible for to another qualified team member to ensure service continuity.
Review Client Expectations:
Ensure all active projects and SLAs are reviewed for potential impacts and notify clients of their new point of contact, if necessary.
Communicate with Clients:
If needed, send formal communications to clients about the employee’s departure and reassure them that their data and service quality will remain a priority.

Administrative & HR Tasks

Final Payroll & Benefits:
Ensure final payments, including unused vacation days, bonuses, and any other applicable benefits, are processed per company policy.
Exit Interview Feedback:
Conduct an exit interview to understand the employee’s reason for leaving and to gather suggestions for improving company operations.
Update Records & Systems:
Update HR and internal systems with the employee’s exit information and ensure all relevant documents are securely filed.

Conduct Exit Survey:
Provide an exit survey to gather additional feedback on the employee's experience and suggestions for workplace improvements.
Monitor Client Feedback:
Ensure that clients are satisfied with the transition and that there is no disruption to services.
Notify Teams Internally:
Communicate the employee’s departure within the company to avoid confusion and inform other departments of any necessary changes in responsibilities.