Employee offboarding template
Offboarding is the process of managing an employee’s departure from a company. It involves a series of tasks to ensure a smooth transition for both the departing individual and the organization. Professional offboarding is just as vital as onboarding, as it protects company data and maintains positive professional relationships.
Why use a template?
A dedicated Jira ticket template acts as a comprehensive to-do list, ensuring the HR and IT teams never forget a critical step, such as revoking access or recovering equipment. These Jira issue templates can be shared across many projects; whenever there is a change in personnel, the template is ready to use, providing a reliable and repeatable checklist for every departure.
Template example:
Template name: Employee offboarding
Epic: Offboarding [name of departing employee/department]
Description: Develop a systematic approach for smoothly transitioning departing employees out of the company.
Tasks:
- Exit Interview and Documentation
Description: Conduct an exit interview to gather feedback and complete the necessary paperwork.
Subtasks:
- Schedule exit interview with HR.
- Provide departing employees with necessary documents (exit checklist, non-disclosure agreements, etc.).
- Return of Company Property
- Equipment
Description: Ensure all company-owned equipment and materials are returned.
Subtasks:
- Collect company laptop, phone, keys, access badges, and any other equipment.
- Confirm the return of all company-owned items and update inventory records.
- Access Revocation
Description: Secure company data and systems by revoking access.
Subtasks:
- Disable access to accounts based on the onboarding checklist and later access request
- Revoke access to third-party platforms and accounts.
- Knowledge Transfer and Documentation
Description: Document and transfer necessary knowledge and responsibilities.
Subtasks:
- Identify key tasks, projects, and responsibilities of the departing employee.
- Document processes and procedures that are specific to the departing employee’s role.
- Assign a point of contact for any questions or support needed after departure.
- Farewell Announcement and Transition Support
Description: Notify the team of the departure and facilitate a smooth transition.
Subtasks:
- Draft a farewell announcement email to be sent by HR or the departing employee.
- Coordinate handover of ongoing projects and responsibilities to other team members.
- Provide support to the team to ensure continuity and morale.
- Offboarding Survey
Description: Gather feedback to improve the offboarding process.
Subtasks:
- Send out an offboarding survey to departing employees to collect feedback on their experience.
- Analyze survey responses and identify areas for improvement in the offboarding process.
- Implement any necessary changes based on feedback received.
Did you know?
Users can also define template values for custom fields. Supported custom fields can be found here.