Resigning from an organization does not mean snapping of the employer – employee bond or ending of the water cooler moments shared with colleagues; it is an articulate HR exercise that ensures an employee continues to remain in the good books of the company in spite of being struck off the payroll.
Attrition is the bane of every corporate organization and a major factor that results in attrition is the resignation of employees. Just like the recruitment process involves certain protocol so does the exit procedure. Here’s lowdown:
The Notice board
The Industrial disputes act, 1947 introduced the concept of notice period or payment in lieu of notice period to protect workers from immediate loss of pay. The notice period is also aimed at allowing an organization to find a suitable substitute for the departing employee. The notice period is subject to the industry one is employed with. Citing an example she adds In the IT /ITes industry there exists the concept of bench. An employee from the bench replaces the departing employee once them responsibility transfer is done. For higher positions in the corporate hierarchy the notice period may be usually two or three months.
While in most cases an employee is expected to toe the line as far as notice periods go there are rare instances wherein an employee cannot serve the entire period. In such cases, he /she have to pay back the employer depending on the number of days that fall short of the entire notice period. Divya Nakar who switched from a software firm to the IT department of a bank shares, I was not able to serve the entire notice period. As a result I had to compensate for it. But my leaves were adjusted due to, which the compensation amount reduced.
The Exit interview
Resigning of an employee from an organization may be backed by many reasons ranging from pursuing further studies to switching companies. It is advisable that employees share their true reasons of leaving a company with the HR department, thus playing a role in fortifying the feedback mechanism. The above step helps organizations to reassess and re-evaluate their policies and also keeps the channel open in case an employee (with enhanced skill sets) wishes to rejoin a company in the future.
An exit interview with the departing employee is scheduled for the aforementioned purpose. It is usually in the form of a questionnaire aimed at obtaining employee feedback.
The resignation formalities end with the exit interview /form. There are other clearances as well, like library administrative etc.
Singh apprises on the concept of stay interviews as opposed to exit interviews. Stay interviews are generally conducted three to six months within the joining of an employee. Such interviews are conducted to gauge as to what an employee likes about his /her work and workplace. Its objective is to prevent an employee form resigning.
The final word
Though an e-mail is considered the official mode of communication these days an employee if he /she chooses to have a one-to-one discussion with his /her boss regarding the resignation. This will help in obtaining a clear picture of the formalities to be followed especially in cases where he /she is deviating from the company norm (for example, serving a shortened notice period).
An organization is a system whose functioning depends on its various parts. A departing employee must realize this and co-operate in the knowledge transfer process, so as to ensure that his /her current set of duties are successfully handed over to the replacement. A relieving letter and experience certificate are issued by the company on completion of all formalities. At times the employer-employee relationship does hit a rough patch, but at the time of bidding adieu to the organization it is best advised that things are settled amicably.