Employee Offboarding in Jira: How to avoid missing anything?

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35% of hires will leave their jobs each year to find another one, according to the Work Institute. However, some of them will go back to previous jobs they left some time ago. So, it’s essential to say "good luck and see you" rather than simply get someone to go without additional attention. In this article we’ll show how to organize the offboarding process in Jira.

Why does offboarding matter?

70% of former employees leave the company with access to a database or equipment.

A standardized employee offboarding process not only mitigates legal and security threats, but also helps you gain honest feedback from employees on where to improve your organization. So it requires building a business process.

This may include:

• Transferring employee’s job responsibilities
• Deactivating access rights and passwords
• Turning in equipment
• Conducting exit interviews to gather feedbacks

Essentially, offboarding ensures there are no loose ends when an employee leaves the company. So you don’t find yourself emailing a former employee two weeks later asking for his or her ID badge, for example.

How to organize the offboarding process in Jira Cloud?

To ensure that no important activities are lost, we recommend using the Business Process Manager add-on.

The main steps you need to take to organize the process using the BPM plugin:

1. Create a template with all the steps of the process
2. Add instructions, checklists and forms needed to submit
3. Select the assignee for each step
4. Start the process when needed

To get started, you need to identify all the important steps in the offboarding process.

Create an Offboarding Process Template and add all steps and groups of steps that must be performed or verified.

Complete each step with detailed information, a checklist, and other fields to fill. To do this, use the right menu of form elements.

Choose an assignee so that the issues were set for the right person and the right project.

You can assign each step of the process to another person if a separate specialist is responsible for this area.

Perfectly! You can now save the template and start the process when needed. All tasks will be created in a second. And no important step will be missed.

The assignee of the task will have all the information and form that is needed to fill out.

 

You can track the progress of a running process in real-time on the Processes tab. 

Therefore, you always know at what stage the offboarding of the employee is. If there are delays, you know who is responsible for this task.

How to automate the starting process with Jira Automation?

Imagine you have a separate project called Offboarding Employees. The head of each of the departments can create a task there if it’s necessary to take a number of actions to dismiss the employee.

Without BPM, you need to manually set tasks for all responsible.

If you already have a process template, you need to go to the add-on and run it.

But, it’s possible to do it automatically using Jira Automation.

The basic steps to take it:

• get a link to start the process
• add new automation rule

To get the Template Start URL, go to your process and click on three dots and copy the link.

 

After that, go to your Project and create a new automation rule that will start the process each time a task is created in this project.

 

That’s it! We hope that now your offboarding process will be more formalized and will create a good reputation for your company.

How do you organize your processes in the company? Are you interested in trying the BPM add-on? Please share your opinion below. We are really interested in your feedback.

You're welcome to start a free trial.