5 Ways a Virtual Assistant Can Streamline Your Off-boarding Process

An employee leaving a company involves just as many procedures, if not more, as an employee joining it. In a start-up or a small business, off boarding an employee can be a tedious process because of the various formalities involved and no dedicated professional to handle them all.

Not to mention, as a small business owner, you may not have the time to manage everything, and it may get overwhelming to deal with all the aspects of an off-boarding process. Let us look at some processes involved in the off-boarding procedures and how they can prove to be cumbersome for a small business.

Various processes involved in off-boarding

Here are some challenges you may face while off-boarding an employee:

Inventory of company items

When an employee leaves a company, they would be required to hand over all company-issued assets. You need to create a checklist of all the items issued to the particular employee so that those items can be recovered on or before their last working day. In a small-business setup with no or less digital tracking, this could mean going over the records to make sure no company-issued item is left out of the list.

Revoking accesses and licenses

Revoking access to all accounts used in an official capacity is a crucial part of employee off-boarding. You need to check for all the different tools and platforms the employee uses as part of their job and revoke their access to all of these platforms.

Also, any user license obtained for them needs to be transferred or terminated. This is vital for the company’s data security. But this also means collating a list of all the platforms used by the exiting employee and dealing with extensive paperwork to ensure everything is done in time.

Settling dues

Settling dues and calculating the final settlement amount will involve going through the employee’s personal records, leave records, expense claims, etc. They should all be tallied so that the employee’s full and final settlement is accurate.

Documentation

Documentation is another critical aspect of the onboarding and off-boarding procedures. Depending on the employee’s job role, there may be different documentation required to be signed while leaving. The resignation letter, resignation acceptance letter, and relieving letter should all be filed for the company records, and the employee should also be given a copy of them.

All of the above tasks demand a lot of time and effort. As a small business owner, it could get very taxing for you to manage these tasks on your own. Delegating such demanding tasks to other employees may affect their productivity.

So, what is the best way to handle employee off-boarding? Well, it’s to hire a virtual assistant that can do these for you.

How a virtual assistant can help your off-boarding process

Off-boarding may be one of the million tasks you do for your company. But for a virtual assistant trained specifically for these tasks, it would be a piece of cake. When you outsource off-boarding to a professional, they can help you not just off-board employees but streamline the process, so it becomes much more simplified, smooth, and centralized.

Here are some ways in which a virtual assistant can streamline your off-boarding process:

Track the knowledge transfer

When an employee leaves a company, it is important to ensure complete knowledge transfer from the leaving employee to other team members.

In a start-up environment, this is even more crucial because each employee may be performing multiple roles as needed. To ensure undisrupted business continuity, someone has to track the progress of knowledge transfer to a new employee, talk to the other team members or the replacement to find out how confident they are about handling the exiting employee’s tasks, and so on.

A virtual assistant can keep track of the sessions and the supporting documents furnished by the employees, talk to the other team members and ensure that there is no knowledge gap.

Centralize the off-boarding process

A centralized process will set clear expectations for all the parties involved. An off-boarding process can typically go on from a few days to a few weeks. During this time, if each member involved in the process has set instructions on what needs to be done, it will make the entire process smooth and confusion-free.

For example, a virtual assistant can come up with an off-boarding checklist for the employer and employee in terms of business, HR, IT, and payroll, outlining all the points they should cover during the exit process.

A checklist for the employer could involve revoking licenses and user accesses, checking for outstanding dues and invoices to be reimbursed, processing loss-of-pays or accrued leave balance, etc. In the case of the exiting employee, it could comprise proper handover of processes, documents, client data, etc., to the concerned team member, surrendering of company assets like keys, access cards, company-issued IT assets, and so on.

In short, a virtual assistant makes all these seemingly tedious tasks easier for you, supervising each process so that employee off-boarding becomes smoother.

Conduct/Setup an exit interview

An exit interview is as crucial to a company’s growth as an interview for hiring. This will tell you why the employee is leaving, how was their working experience, how you can make your company’s employee experience better, and much more.

Feedback from exiting employees can be very valuable to a company’s growth. If your company has a full-time HR person, the virtual assistant can set up a meeting with the employee for them. If not, they could conduct the exit interview and provide you with the minutes or notes of the meeting.

Perform final-day formalities

Final-day formalities may include giving the exiting employee a break-up of their full and final settlement, though the settlement itself may be credited later, releasing the relieving letter, work experience certificate, resignation acceptance letter, etc., communicating to other employees about their departure, thanking them for their service and dedication, and in some cases, organizing a farewell.

A virtual assistant can perform all these tasks effectively and ensure that the employee leaves the company on relatively amicable terms. By handing off these non-core activities to a virtual assistant, you can save a lot of your time to be dedicated to key business functions.

Why hire a virtual assistant from Wishup?

Wishup provides remote staffing solutions to entrepreneurs, start-ups, and small businesses. Hiring a full-time employee for your company could demand a lot of money and effort. But hiring a virtual assistant from Wishup can be cost-efficient and can give your more value for your time. Here’s how:

Trained, top 1% talent

Wishup has a meticulous recruitment process that hires only the top 1% of the global applicants. These candidates are then trained in-house to meet the Wishup standard, so you get only the best of services.

What’s more, you get access to top global talent at an affordable price, which has made Wishup a favorite among start-ups and entrepreneurs.

Flexibility and scalability

With Wishup, there are no long-term contracts. You can hire an assistant by the hour, part-time or full-time. Depending on your needs, you can decide whether to renew your contracts or hire more as you scale.

This means you only pay for the service you receive. This flexibility and scalability can help you save tons on operational and employee benefit costs and still allow you to grow rapidly.

Quick onboarding

Our virtual assistants are pre-vetted and pre-screened through a rigorous process. This means if they meet your requirements, you can directly onboard them, eliminating the need to conduct interviews or run background checks.

In fact, after communicating your needs to us, you can expect to wrap up the entire hiring and onboarding process in 24 hours. You can avail of our virtual assistant services in 3 simple steps. All you need to do is schedule a free consultation, list your work demands, and onboard a VA that is the best fit for your business within 24 hours.

Free-trial and replacement guarantee

You can opt for our 7-day free trial to see if our services work for you. Once you partner with us to grow your enterprise, we offer you guaranteed instant replacement in the case of an emergency or unavailability of our assistant to ensure the continuity of your business.

Data privacy

It can be difficult to trust third-party vendors with your company’s confidential data. This is why we make all our employees sign NDAs before starting work with you. This ensures your data security and confidentiality.

Make off boarding simple with a Virtual Assistant

Off-boarding activities demand a lot of time and attention. By outsourcing them and other routine administrative tasks to a virtual assistant, you can free up your precious time and invest it more productively. This could also help in creating a better work-life balance.

With Wishup, you can rest assured that the best virtual assistants are on the job and that your company is in good hands.

So, book a free consultation with us or drop an email to [email protected] to unburden yourself from cumbersome tasks today!