Offboarding: A Case Study in Efficient Workforce Reduction During COVID-19
The Client
- Total Employees: 5,000+
- Locations: 28 in the US and over 110 worldwide
The Challenge
- Costly offboarding processes
- Compliant solutions
- Manual HR processes
In the early part of 2020, the company faced the difficult decision to offboard a sizeable group of employees as a direct result of the COVID-19 pandemic. An effort of this magnitude demanded a more cost-efficient, automated and compliant process than their manual offboarding process of the past. As a result, the Director of Human Resources was tasked with finding a viable offboarding solution.
Prior to using the Click Boarding Platform, they conducted the majority our offboarding in person whenever possible. “When meeting in person was no longer a feasible option, we performed offboarding duties in a virtual meeting between Human Resources and the exiting employee,” the HR director clarified.
She explained that the manual offboarding process was often time-consuming and resource intensive. “We met with each employee individually and would present them with a printed copy of the necessary documentation and forms which they would review and sign.” They pointed out that their manual offboarding process typically lasted between an hour and two hours for each employee.
“When we were using our manual process, we would request equipment and asset returns from the employees during the offboarding meeting. Reviewing each of those documents took a considerable amount of time.”
The Need
Confronted with the reality of this significant workforce reduction, they recalled receiving an email from the Client Success Team at Click Boarding. Coupled with their modern onboarding platform for streamlining new-hire experiences, the firm offered an offboarding solution to simplify employee exits with empathy and compliance. “After learning more about Click Boarding and the services they offered, I immediately thought to myself that they could help us with our workforce reduction,” they said.
As the assigned offboarding administrator, they were fairly confident they could manage the new process within the Click Boarding platform. “I knew I could probably complete the processes by myself, but Click Boarding Client Success Team reached out to help me get things started. It was perfect timing.”
They added that the automated Click Boarding workflows were custom designed to efficiently answer a lot of the common questions exiting employees had. “I was really impressed we could add steps to customize our workflows for other scenarios such as retiring employees or resignations.”
They valued the new digital process, its user-friendly interface and the efficiencies it provided their company. Not only did the software offboard employees through a streamlined, compliant process, but it also removed a user’s access to files or data behind the organization’s firewall.
Because the majority of required documents had been added to the Click Boarding workflow, their Human Resources team could address the remaining details in the separation agreement specifically with each employee. “It went extremely fast with the digital Click Boarding platform, and users could download and read documents at their own pace. In fact, I even had one scenario that lasted just 20 minutes,” they pointed out. That’s a major time savings compared to their manual offboarding process.
Following the Click Boarding implementation, they confirmed that the new process was a much better overall experience for the employee. She emphasized an extensive time savings as well, combined with increased document efficiencies and workflow success.
“There was no waiting game with the Click Boarding Client Success Team. Our employees understood they could simply log into the portal and do everything digitally,” they stated. “I think that seeing their own documents, then downloading and printing them eased their minds.”
They went on to mention that their team completed the compulsory due diligence prior to partnering with Click Boarding. “We researched other companies but decided to choose Click Boarding because we didn’t have to worry about continually updating documents because the language was changed by the individual states. Case in point: in 2020, the government changed W4 forms and how people determined their dependents. It was really phenomenal to know that these updated forms would already be in Click Boarding platform,” they exclaimed.
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The Outcome
The implementation of the Click Boarding platform resulted in a time-saving, compliant, and user-friendly offboarding process, significantly enhancing efficiency and employee experience.
The outcome was more than the Director of Human Resources could have ever expected. “I cannot say enough about how responsive the Click Boarding Client Success Team were to my emails and questions! I especially valued their help in customizing and building our workflows; that was key!” she explained. “We were successful in our efforts, and things went as planned. Now there is a new digital process, and we can track everything.” To the director’s surprise, her manager shared the success story with their President. “He was thrilled,” she announced.
Although it was a difficult time, the team felt employees had positive experience with the Click Boarding platform. “The platform makes the entire process that much easier to use and complete, given the challenge of what we’re going through at this time.”
“Click Boarding did a great job helping us with module implementation, supporting our needs and offering assistance when we needed it. It worked out beautifully, and we’re very happy with the results.”
Reduced WORKLOAD
Automated Workflows
So what?
The complex structure and size of large companies necessitate a customized offboarding process.
And large organizations have unique needs.
With custom solutions, like the usage of compliant offboarding, HR processes, and administrative tasks can be significantly reduced.
Click Boarding’s ability to customize processes to fit the needs of large companies – not the other way around.
Employee exits are becoming as strategic as new hire onboarding.
Especially those regretted by the organization. Creating an Employee Alumni and ensuring the transfer our is handled as flawlessly as the introduction in is critical.
Maternity leave, military leave or family medical leave should be easy to re-join your company.
Click Boarding can easily facilitate the paperwork of bringing your best employees back to work.
Whether it's the re-hiring of a seasonal employee or a boomerang employee who wants to rejoin the team of a great company, Click Boarding can make the re-hiring process easy with familiar steps and auto-population of already provided details.
The candidate said yes... you no longer need to worry what's next and neither do they.
With the Click Boarding onboarding solution, you have a reliable, repeatable process that guides you through each step.
Being able to engage with your new employees post day one is critical to their success and longevity.
With Click Boarding, those interactions become simple yet powerful with our mobile-first technology.
When it comes to preboarding, we've all had bad experiences.
When you finally receive a delightful one, it's hard to forget!
