5 Pro Tips To Off-board Your Remote Employee


Oh! That ghastly feeling!

You’ve just been told your prized developer is leaving your company. Or worse, you’ve decided it’s time to part ways. What do you do?

The pedestrian truth is even the best of developer relationships end. And proper offboarding is just as important as the onboarding process.

Having a clear-cut process in place that’ll help your company get back to the essential tasks with a minimal disorder is vital. That includes finding a suitable replacement – for which we’re here to help.

Here are our top five tips to help you get through the offboarding process with ease.

1. Maintain a good relationship with your parting remote developer

If you prioritize the relationship, then the rest of the process will be smooth sailing, peaceful, and agreeable.

Why having a good relationship with your departing remote developer is crucial:

  • Like it or not, all employees are your brand ambassadors. A good relationship ensures they continue to build up the company in the IT community even after they leave.
  • Talented developers are a rare breed. If the parting employee ends up working for your competitor, you’ll still want their loyalty.
  • Your company will decidedly have some networking overlap with your employee. A positive word from an ex-employee often has more weight than any marketing.
  • And lastly, there’s a possibility that a valued employee may re-join the company. You should make room for that to happen.

2. Implement a progressive knowledge transfer process

Arguably, the worst part about a valued employee leaving is the uncertainty of whether another person can carry out those tasks with the same degree of competency.

One great advantage of having remote developers is that almost all the work transpires on a remote management platform. And the chances of having trackable work and proper documentation is higher than if the employee worked onsite.

That said, you should do regular “knowledge transfers” so that you don’t panic in emergencies.

Regular one-on-one meetings are excellent opportunities to ask employees more nuanced questions about their work processes, approach to a project, creative ideas. As well as get a complete sense of their current tasks.

Systematic work shadowing is another way to keep tabs on employees’ work. And have other members of the team ready to take on their roles if need be.

And most important is having proper documentation that follows companywide standards – so they’re easily understandable by other developers.

If possible, involve the parting employee in the interview process for their replacement. Better still, ask them to train the new hire.

3. Conduct a meaningful exit interview

Whether they’re leaving of their own accord or you’ve let them go, a video conversation with your parting remote developer is essential.

Keep your main goal of maintaining a good relationship with them in mind. Don’t hold a grudge if someone is quitting. Instead, find out what prompted them to consider leaving.

Take this as an opportunity to gain more insight into the role itself, how working remotely affected it, which projects they enjoyed working on, what they thought of the company culture. These answers could be a springboard for your company to make positive changes.

If there are unresolved issues, it’s better to address them head-on than shoving them under the rug. Make the departure amicable by reiterating their contributions to your company.

4. Secure your company’s data when a remote developer leaves

A well-functioning remote work environment demands openly sharing information that’ll enable developers to do their best work.

But once that relationship comes to an end, you have to take measures to secure your company information.

When working with remote management tools, for instance, make sure work data can’t be transferred out of the system without notification. Or file sharing apps don’t share to personal accounts.

Other than that, recover your digital assets from the employee, including passwords, key codes, access to virtual security rooms. And change them when they leave.

Let them know by when their access will be terminated so that it doesn’t come as a surprise. And notify the IT admin to start the due procedures.

Lastly, update your lists, so they’re not invited to the next meeting or keep receiving company emails.

5. Prepare your remote employee’s exit paperwork

Just like onboarding, the exit process comes with its own set of paperwork. And the procedure for a remote employee is no different than an onsite employee – except all the forms are digital.

Although there might be a few company-specific items, some common points on the exit paperwork checklist should include:

  • Get updated contact information – because you’re going to forward documents to that email address.
  • Reiterate the benefits they’re eligible to receive, such as unused vacation days and bonuses, and when they’ll do so.
  • Clarify the legal stuff – and remind them of the agreements they may have signed, such as non-compete clause, confidentiality documents, and non-disclosure agreements.
  • Ask them about what they want to do with their 401K, and take the necessary actions, like roll it over to the next employer.
  • Apprise them of some of the other documents they’ll receive from you in due time, such as the W2 form.
  • Let them know when they’ll get their final salary. 
  • Make sure you’re in COBRA compliance – and the employee’s insurance benefits will be extended for a period, and clarify when those will come to an end.

Uuff! That’s a lot, isn’t it? Can’t be helped – it’s another burden a small business owner has to bear. Or do you???

No, you don’t. DistantJob can deal with all that for you. When you use our services to find a remote developer, we’ll do all the paperwork for you. And find you a replacement so that you can go back to running your business.

Not only that, we put in assiduous effort to find the right developer. Someone who is right for the job and will fit with your company culture. Result? Our remote developers don’t up and quit easily. And they give you even fewer reasons to let them go. If you’re ready for a long-term, full-time, remote developer, you ought to call us now.

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Ria Ghose

Ria Ghose

Ria Ghose is an SEO copywriter who helps businesses connect with their ideal customers. To learn how SEO copywriting can help your business, email ria@foodcopywriter.com.