Exit management is one of the most sensitive processes that HR managers have to engage in and therefore require all involved, to proceed with care. Why? Because, unlike popular belief it is not the first impression, but the last impression that tends to stick.
Even if the employee has had a wonderful tenure at his company, it is quite possible that he may leave the firm on a less-happy note, if the exit process turns out to be time consuming and cumbersome.
Most of the time, the reason an Exit process is lengthy is because it is mostly manual; which includes getting the many ‘sign-offs’ that the employee needs from the various ‘touch-points’ within the firm to collate the F&F (full and final) settlement. Delays like this significantly erode the goodwill the employer may have taken years to develop.
Over the years, the area of HR SaaS solutions has turned out to be a very trusty aid with demonstrated efficiencies and phenomenal TATs (Turn Around Time) to deal with challenges in Exit Management. At PeopleStrong, not only has the process been extensively mapped onto our cloud-born platform, but that the resulting iterations over successive years have created very robust SaaS products within our portfolio that can tackle the most complex of micro-processes and workflow .
Other than bringing in a digital component to the whole thing, how does a SaaS based, paperless Exit Management module compare to the traditional labour-intensive approach? Let us understand the typical processes that begin turning their wheels as soon as an employee decides to leave or gets terminated:
- Accrued and pending payments (Finance/Accounts department)
- Utilized/Pending leaves and resulting impact on point 1 (HR department)
- Sign-off from immediate superior and department head (Respective Department)
- Clearance on expenses from other departments (eg canteen, employee services like library, gym etc) (Administration Department)
- Closure of employee online account, email ID and handover of Employee ID card and other digital access codes. (IT department)
- Communication of the same to other employees (Internal communication department)
- Position Filling: transfer/new hire (HR department)
- Job hand-over
As one can see, a single Exit process involves stakeholders from multiple different teams, and information needs to be gathered quickly to deliver a fast & congenial experience.
Many HR SaaS providers have been quick to jump on the HRMS bandwagon and identify this area as a crucial segment to pitch to. Since Exit formalities usually follow a set protocol and sequence, the process lends itself to getting automated and digitized easily. From a software perspective, end-user adoption is much easier because cloud technology negates the need for constant upgrades, and such solutions have the ability to merge with existing HRIS platforms.
Another thing that gives a definitive edge to HR infotech is the users’ degree of familiarity and comfort with technology. Since most of the urban population and a respectable chunk of the blue-collar population possesses smartphones, their exposure to mobile technology has opened out another alternative where HR technology can significantly assist- via Mobile Apps.
PeopleStrong’s module on Exit Management finds a comprehensive representation on its Mobile App, the first of its kind in India. Whether it is sending out reimbursement claims to the HR team, or giving the NOC to an exiting employee, the platform allows the firm to shave off almost 30-50% of the original time taken to complete the process.
Even when it is a stand-alone module or part of a larger HRMS suite, Exit Management will always remain a critical step in the employee-association cycle for the organization as well as the exiting employee. Which is why you need to provide your HR team the ammunition with the best results- HR technology.