How to Ensure an Effective Farewell for Departing Employees

Much and more has been said about employee onboarding, but how does an organization prepare for and handle offboarding?

Truth be told, scenarios vary to such a degree that there’s no one-size-fits-all approach, but some elements are universal all the same.

Let’s take a look at best practices.

Communicating the Departure

For a farewell process to be positive, it is crucial to effectively communicate an employee's departure. On top of making it a pleasant experience for the departing colleague, it also influences the morale of the remaining team.

Transparency and honesty are recommended, even when the person is leaving involuntarily. Next on, businesses need to find the right timing. As soon as the decision is confirmed is usually the best time. On top of allowing those involved to process the news, it also allows the company to plan ahead and minimize disruptions and uncertainties.

Finally, clear communication will dispel any speculations that may otherwise arise. In other words, official information needs to be communicated. Another reason why clear communication is necessary is the protection of the departing employee’s confidentiality. Businesses should share only relevant information; sensitive details shouldn’t be shared.

Dealing With Team Members’ Emotional Reactions

Departures tend to elicit various emotional reactions from team members, which may fluctuate greatly. That’s why it’s crucial to allow a discussion that will address all concerns.

Employees should be enabled to express themselves and process their emotions, so as to maintain a healthy work environment.

Furthermore, the departing employee should be offered support and resources, including but not limited to employee offboarding, exit interviews and benefits (more about it below).

Exit Interviews and Feedback Sessions

Exit interviews and feedback sessions can make a huge difference in the perception of the departing employee. Basically, this allows the person in question to openly share their experiences, insights, and opinions before leaving the company.

In other words, the departing employee will be able to provide honest feedback about their experience. In addition, such discussions can help businesses to concerns and issues that might otherwise go unnoticed.

Departing employees can provide insights into the challenges they've faced, which typically involve management, team dynamics, or organizational culture.

The feedback gathered during exit interviews can help businesses curb employee retention, which has become a huge problem recently. Understanding the factors contributing to an employee's departure allows businesses to pinpoint specific issues and deal with them promptly.

Finally, exit interviews offer professional closure for the departing employee. By expressing their thoughts and feelings about their time at the organization, they can ultimately leave on good terms regardless of the obstacles.

A Heartfelt Goodbye

Goodbyes don’t have to be stressful. To ensure both the party involved and team members can deal with their emotions, businesses may offer a personalized farewell message. Typically, it conveys appreciation and bids a heartfelt farewell.

Farewell messages come in various shapes, notably:

• Handwritten notes
• Group cards and gifts
• Personal video messages

Picking the right message depends on the company culture and the preferences of the departing employee.

A farewell speech may also be involved if the company culture prefers this approach.

Elements of a memorable farewell speech should include:

• Personalization
• Team and Company Acknowledgment
• Fond Memories
• Positive Wishes
• Emotional Connection
• Professionalism
• Clarity

The speech is typically delivered by a supervisor, team leader, or a close colleague. It is recommended to encourage the audience to engage in the farewell speech and to invite the departing employee to share any remarks after the speech.

Procedures for Employee Departures

A couple of legal and administrative procedures need to be observed when an employee is departing the company.

Listed here are the general ones, so keep in mind any specific procedures that may apply to your business.

Typical procedures for employee departures include:

• Exit interviews (mentioned above)
• Severance pay
• Unused vacation and PTO
• Final paycheck (outstanding salary, bonuses, or commissions included)
• Protection of company information (confidentiality agreements and similar)
• Non-compete agreements (if applicable)

Return of Company Property

The return of company property is critical in this context. In addition to safeguarding organizational assets, the procedure also upholds a smooth transition for the departing employee and their team.

Returning company property is essential for asset protection, security, and operational continuity.

Key considerations in this regard include:

1. Maintaining a comprehensive list of all company property issued to the departing employee.

2. Communicating clear guidelines regarding the return of company property (deadlines, methods, conditions, etc.)

3. Ensuring that the departing employee transfers any work-related data or information stored on their devices or accounts.

4. Encouraging the departing employee to return company property as soon as possible.

5. Revoking access to company systems, email and other digital resources.

The departing employee should return all company property, including but not limited to laptops, mobile devices, access cards, keys, and any other equipment.

Effective farewell is, in essence, a mixture of best practices, heartfelt gestures, and open communication. As for the rest, it is totally customizable, so add some zest to your company culture!