Graceful Goodbyes: A Practical Offboarding Guide for People Managers

The 9-Step Offboarding Excellence Model (Off'EM)

The 9-Step Offboarding Excellence Model (Off'EM)
1. Don’t take It personally
2. Set the terms
3. Notify your leaders
4. Communicate changes to the team
5. Ensure a smooth knowledge transfer
6. Conduct a meaningful Exit Interview
7. Do a team farewell
8. Strategise for the future
9. Keep contact with the former employee
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As a new manager, you’ve likely put a lot of thought into onboarding new employees. But what about when it’s time to say goodbye? Offboarding, the process of managing an employee’s departure, is just as critical as onboarding. It requires a thoughtful, empathetic approach to ensure a smooth transition for both the departing employee and the team.

In this article, I'll introduce you to a 9-step model I built to make sure each employee departure goes smoothly and equip you with confidence and grace for your next employee farewells.

OffEM model — visual by the author of the article

1. Don’t take It personally

When an employee resigns, it’s natural to feel a mix of emotions — surprise, disappointment, even a sense of personal failure. But remember, it’s not about you. People leave jobs for many reasons, and it’s important not to take it personally. Instead, view this as an opportunity for growth and learning.

In practice: Schedule a one-on-one meeting with the employee. Ask open-ended questions to understand their reasons for leaving. What could have been done differently? What did they appreciate about their time here? This feedback is gold — it can help you identify areas for improvement in your management style and the overall work environment.

2. Set the terms

Once you’ve processed the news, it’s time to get down to business. Meet with the employee to discuss the logistics of their departure. When will their last day be? What projects need to be wrapped up? How will their duties be transitioned?

In practice: Create a departure checklist that covers all the bases — from the legal documentation, through returning company equipment to transferring knowledge, and setting the date for team farewell. Share this checklist with the employee and set clear deadlines for each item. This helps ensure a smooth handover and prevents important tasks from falling through the cracks.

3. Notify your leaders

Your next step is to inform your own managers about the departure. They’ll appreciate being kept in the loop and may have valuable input on how to handle the transition.

In practice: When you notify your leaders, come prepared with a preliminary transition plan. This shows that you’re proactive and solution-oriented. Consider questions like: Will you need to hire a replacement? Can the team absorb the workload in the meantime? What support do you need from upper management?

4. Communicate changes to the team

Change can be unsettling for a team, so it’s important to communicate openly about the departure. Call a team meeting to share the news and outline the transition plan.

In practice: Anticipate questions and concerns your team might have. They may worry about increased workloads or wonder why the employee is leaving. Be as transparent as you can while respecting the departing employee’s privacy. Emphasise that you’re there to support the team through this change.

5. Ensure a smooth knowledge transfer

This step is probably the most important one for the productivity of your team. One of the biggest challenges of offboarding is ensuring that critical knowledge doesn’t walk out the door with the departing employee.

In practice: Have the employee create a detailed handover document that covers their key responsibilities, ongoing projects, and important contacts. Schedule ‘knowledge transfer sessions’ where they train their replacement or other team members. Consider offering a bonus or other incentive for a thorough handover — it’s worth the investment.

6. Conduct a meaningful Exit Interview

The exit interview is a valuable tool for gathering honest feedback about your organisation. It’s a chance to learn what you’re doing well and where you can improve.

In practice: Prepare a list of open-ended questions that encourage the employee to share their experiences candidly. Ask about their reasons for leaving, what they enjoyed about their job, and what could have been better. Really listen to their responses and look for patterns or recurring themes. Share key insights with your leadership team and HR.

7. Do a team farewell

Just because an employee is leaving doesn’t mean their contributions should be forgotten. Take time to celebrate their achievements and thank them for their service.

In practice: Organise a farewell that fits the employee’s personality and your company culture. It could be as simple as a team lunch or as elaborate as a company-wide party. The key is to make it sincere and memorable. Consider a personalised gift or a heartfelt card signed by the team.

8. Strategise for the future

Don’t jump on posting a job offer that is exactly the same as the job of your departing employee. An employee’s departure can be an opportunity to reevaluate the role and your team’s needs. Don’t rush to fill the position with an exact replica of the departing employee.

In practice: Conduct a skills gap analysis with your team. What skills did the departing employee bring to the table? What additional skills could benefit the team? Use this insight to craft a job description that attracts the talent your team needs to thrive.

9. Keep contact with the former employee

Just because an employee has left doesn’t mean your relationship has to end. Alumni can be valuable brand ambassadors, referral sources, and even future employees.

In practice: If you have an alumni network, this is a rather obvious step. However, if there is no organised networks, it’s wise to keep in touch regularly, especially when the departure was on good terms. Connect on LinkedIn, invite them for lunch, check in periodically if they have recommendations for open positions. You never know when your paths may cross again.

Offboarding may mark the end of an employee’s tenure, but it doesn’t have to be the end of your relationship. By following the OffEM guide, you can turn departures into opportunities — for growth, for learning, and for building lifelong connections. As cheesy as it may sound — every ending is a new beginning. Offboarding is an excellent moment to show your leadership skills and make sure your team continues thriving.

Bonus — Reflection Questions: