Starting or leaving any position is a complex and sometimes stressful transition – which is why successful organizations strive to create a holistic employee experience. Both onboarding and offboarding can significantly impact the employee experience and impact productivity. Just as a good onboarding experience is the ladder to success for new hires, ensuring a smooth exit is critical to improving efficiency and maintaining your organization’s reputation.
That’s why investing in a sound exit process is not only useful for the employee, but for the entire organization. A good exit process allows you to part ways with the departing employee in a good way while opening the way for future opportunities.
Administrators equipped with asset management tools can smoothly control any asset in the custody of departing employees, which means they can strategically reassign or redeploy pending tasks or work orders, as well as tangible or intangible assets such as PCs or software licenses . These tools speed up the management process and help ensure an error-free transition.
asset Management solution The following features are provided to simplify logouts:
- email reminder: Alerts are an effective way to ensure your disembarkation numbers are always up to date. For example, a manager in a customer support department can receive advance notice that a support representative will leave the department, which allows transparent reassignment of rep tasks and customer issues. The asset management system will automatically alert relevant staff as separation milestones approach so that necessary actions can be taken prior to the actual departure date. This improves task distribution and eliminates unnecessary costs that may result from delays in disembarkation.
- Updated member profile: Asset management solutions allow for the creation of individual member profiles to track employees. Once an employee’s departure details are entered, the relevant member profile is automatically updated to reflect their departure from the organization. The system also highlights assets owned by departing employees for timely repossession. This helps track asset levels and minimize disruption to HR operations.
- Track your KPIs: Logging out manually is very time-consuming. It requires coordination to ensure assets are retrieved, reassigned, and sent for repair when needed. These needs are closely related to your organizational goals and KPIs; comprehensive tracking of turnover statistics can help achieve these goals objectively. Asset management solutions provide you with the numbers you need to keep your respective teams and HR informed of any separations that are in progress, as well as the tools to help make separations a reality.
How can employee turnover help improve business performance?
Having a well-structured employee exit process is key to fair and transparent exits. An asset management system lets you automate the exit process so you can terminate employees gracefully.
According to research reported by the recruitee blog, 32% of organizations have partially automated turnover systems, while only 5% have fully automated systems to better manage employee turnover. Let’s take a look at some of the advantages of automating employee onboarding:
1. Save time and reduce costs
Manually processing assets for departing employees is tedious and error-prone. By centralizing employee data in one unified platform, you can easily access data without relying on paper records, while tracking asset custody. This reduces the chance of assets being stolen or misplaced and saves startup time.
In addition, you can accurately calculate the total number of days worked by employees, track departure date and time, so that they can be compensated accordingly. This allows HR to complete any required separation processes and efficiently process returned assets.
Without a properly designed exit system, organizational data is at risk, increasing the likelihood of data breaches. If not properly protected, your intellectual property could be sold to competitors without your knowledge or compromised through harmful online activity. Asset management software includes multiple layers of security to keep your data safe from theft or data breaches. For example, departing employees cannot bring any assets containing organizational data, such as laptops, without detection, because the system notifies the IT team of assets that need to be retrieved.
2. Maintain security
Without a properly designed employee turnover system, organizational data is at risk, increasing the likelihood of data breaches. If not properly protected, your intellectual property could be sold to competitors without your knowledge or compromised through harmful online activity. Asset management software includes multiple layers of security to keep your data safe from theft or data breaches. For example, departing employees cannot bring any assets containing organizational data, such as laptops, without detection, because the system notifies the IT team of assets that need to be retrieved.
With the recent rapid growth of the mobile workforce, it can be difficult to know where or how your assets are being used. To combat this uncertainty, complete tracking solutions can help by tracking the location and custody of assets. Built-in location tracking features such as barcodes and GPS tags allow you to search for assets based on their location.
3. Retrieval and reallocation of assets
One of the most important tasks of leaving a job is retrieving the assets that the departing employee physically took care of. Failure to recover these assets could mean huge financial losses. Asset management systems simplify this process by automatically listing assets under employee control, making the retrieval process as smooth as possible. After assets are returned and any necessary maintenance performed, their status can be changed to “Available” – meaning they have been freed for other uses. This is especially important for high-value IT assets such as laptops. Recycled devices can be given to new employees without the additional cost of buying brand new, and this reuse also reduces your e-waste footprint.
4. Minimize lost productivity
Ideally, even departing employees can retain a valuable part of your organization while engaging in meaningful work. To ensure there are no gaps in productivity, they can start the handover process within a notice period. They can help analyze what tools and resources new hires will need and initiate the procurement process. Asset management solutions can be used to coordinate any new assets required, so these new hires have the resources they need from the start. This way, there is no loss of productivity and organizations can accurately estimate onboarding costs.
5. Mitigate risk and ensure compliance
Aside from equipment requirements, a well-thought-out employee exit process will allow you to transfer work orders and ongoing projects by cross-checking open work orders through a cloud-based platform. This saves you time and money.
Understanding and implementing your organization’s policies and regulations is critical to a successful exit. Forbes highlights the importance of securely retrieving or wiping data from employer-owned devices to minimize the chances of a departing employee accidentally exposing that data. This can be done in part by providing a checklist of steps, such as wiping corporate data from devices they control, for employees to do themselves. Only after completing these procedures is the equipment marked as returned in the central asset management system to ensure transparency.
How can seamless employee turnover speed up business processes?
To ensure that your employee departures are as swift and graceful as possible, choose a system that provides complete information on the date the employee left, assets owned, and more. Armed with this information, you can stay informed about the latest turnover figures and make informed asset disposal choices. A well-planned exit process can reduce the burden on HR teams, make it easier for IT teams to retrieve and redeploy assets, and improve the experience for departing employees.
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