Offboard someone from a role

Ensure a healthy retirement and/or handover of a role assignment.

Copy to your organization

Set the role state to intended offboarding

Update the state of the role to "Intended offboarding" to communicate the intention of the offboardee not holding the role in the future.

Decide on the short term fate of the role assignment

Depending on the nature of the role, its importance to the functioning of the organization and to which extent there are other role holders doing similiar work, the role assignment might be

  • Temporarily or permanently reassigned to someone else within the organization
  • Intended for a future replacement (not yet recruited)
  • Retired, and the work load soaked up by remainding role holders/team members

The offboardee gives their recommendation of the fate of the role assignment as a comment added to this task, and tags their manager or a colleague for a second opinion.

The conclusion is added as a comment to Execute on the fate of the role assignment before the task is closed.

Execute on the fate of the role assignment

Based on the decision made in the previous task, execute the approriate steps.

If the conlusion was to assign the role to someone else within the organization, apply the "Onboard someone in a new role" checklist.

If the conclusion was for the remainder of the team/role holders to soak up the work, communicate who is expected to pick up which parts (if relevant).

If the role is intended for a future replacement (not yet recruited) tag the person responsible for the recruitment in order to make them aware that this is one of the roles relevant for assigning the replacement.

Ensure that the role reflects up to date expectations

Assuming that someone else is expected to practice the role effectively in the future, ensure that the description of the role and it's associated expectations reflect your best knowledge of how to execute the role.

This includes ensuring that:

  • The list of responsibilities is complete, and the frequency up to date
  • The description and related content of each responsibility reflect your best understanding of how to practice those responsibilities
  • Other types of role expectations, like skillsets, checklists, processes, etc, are up to date, relevant and complete
Set the role state to retired

Once you are confident that you have done what needs to be done in order for the people who depend on the proper execution of this role to remain satisfied, go ahead and mark yourself as "Retired" within the role.