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Offboarding a team member

Follow the steps below when offboarding a team member. The offboarding process is relatively the same, the only difference will be the cause of them leaving, either they are being terminated (what ever the cause is, make sure to specify this to the affected individual) or they are the ones handing in their resignation.

• Termination Process
• Resignation Process

Termination Process

<aside> <img src="/icons/new-alert_purple.svg" alt="/icons/new-alert_purple.svg" width="40px" /> Note: Follow this when you are terminating a team member.

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• [ ] Add a 1-1 between you and your direct report to let them go. Schedule it in Google Calendar as a 1-1 for 30 minutes.
• [ ] Notify the HR department or person responsible for offboarding so they can begin preparing offboarding documents. They should know all of the information listed above, and have an internal checklist of accounts to turn off and by when.
• [ ] Read ‣. Review before proceeding.
• [ ] Decide when you will inform the rest of the team / company. It should be as close to the let-go date as possible; otherwise, rumors will begin to float around (they might find out by seeing the employee’s Slack account deactivated, etc.)
• [ ] Create a message / narrative and share with the company in team announcements if this person is relatively senior in the company. If not, share with immediate team(s) that are relevant that this person has been let go.

Resignation Process

<aside> <img src="/icons/new-alert_purple.svg" alt="/icons/new-alert_purple.svg" width="40px" /> Note: Follow this when a team member hands in their resignation.

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• [ ] Schedule an exit interview date and prepare their [NAME]: Exit Interview doc.
  • [ ] also create their Offboarding Checklist (HR view)
• [ ] Create a message / narrative and share with the company in team announcements once there are two weeks left in the teammate’s tenure at the company. Allow them to say goodbye and give the team space to wish them well / exchange contact information.
• [ ] Notify the HR department or person responsible for offboarding so they can begin preparing offboarding documents. They should know all of the information listed above, and have an internal checklist of accounts to turn off and by when.

Termination Timeline

<aside> <img src="/icons/new-alert_purple.svg" alt="/icons/new-alert_purple.svg" width="40px" /> Note: Follow this for a much in-depth planning when terminating a team member or more.

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Preparation (this will happen very close together)

1. The executive team decided who they will terminate
2. Ask managers for specific recommendations
3. The executive team makes the final list
4. Managers set up 1-1s with all of the stay team members for Day 2
5. Schedule the terminations for the morning of Day 1
6. Schedule All Hands meetings for those who are staying for the afternoon of Day 1.

These next steps are all to happen back-to-back in a total of 1-3 days:

1. Day 0: Inform all managers who will be let go.
2. Day 1:
   1. All Hands Meeting
      1. State what you are doing
      2. State why you are doing it
      3. State that those with 1-1s in the morning are being let go, those in the afternoon are remaining.
      4. Thank every person for their service, and assure them that you will spend real time making sure that they land softly … and then do it!
      5. Acknowledge the fear and anger that people are likely feeling
         1. "You may well be thinking …
            1. Our CEO is a cold bastard.
            2. This is totally unnecessary. The economy will rebound in a few months, and these layoffs will have been totally unnecessary."
         2. If you want to address each of these fears and what you will do about them, great. But know that you don't have to. The key is simply acknowledging them.
   2. Every manager meets 1-1 with every team member who is leaving.
      1. The manager commits to spending real-time helping them find their next role (and must follow through on this).
      2. The manager listens to and acknowledges the team member's feelings and thoughts.
      3. Create an alumni Slack channel.
         1. If you don't do it, they will. And you won't like the results if they create it on their own.
         2. Be in the channel and actively help alumni solve their problems.
   3. All Hands Meeting with all of the remaining team to announce what is happening.
      1. State what you are doing
      2. State why you are doing it
      3. Express deep gratitude for all that has been done by both those that are leaving and those that remain.
      4. Acknowledge the fear and anger that people are likely feeling
         1. "You may well be thinking …
            1. Am I next?
            2. Our CEO is a cold bastard.
            3. This is totally unnecessary. The economy will rebound in a few months, and these layoffs will have been totally unnecessary."
3. Day 2