Offboarding departing team members

How to offboard departing team members

Step 1: Acknowledge Departure

• When a team member notifies you of their departure (via Slack or otherwise), thank them publicly in the #tdm-calculator channel for their contributions, so the rest of the team is informed and can also say goodbye.
• Direct message them to confirm:
  • Their expected final day of involvement
  • If they are available for any knowledge transfer or documentation wrap-up

Step 2: Start Offboarding

• Go to the relevant offboarding issue for the role, assign it to yourself, move it into the In Progress column, and follow its Action Items (instructions below). The offboarding issues are currently:
  • #1617 Onboard & Offboard: Dev
  • #1048 Onboard & Offboard: Product
  • #1618 Onboard & Offboard: UI/UX

Step 3: Remove Access and Permissions

1Password

• Post in #admin Slack channel:
  • Request that the departing team member be removed from the TDM 1Password vault
  • Include their Slack handle and email address

Slack

• Confirm the member is removed from the specific Slack channel, but you can leave them in the main TDM channel:
  • Main Channel #tdm-calculator Slack channel - leave them in there, for general announcements, like when we launch.
  • practice area specific channels:
    • #tdm-calculator-dev
    • #tdm-calculator-pms
    • #tdm-calculator-research
    • #tdm-calculator-design
      • #tdm-calculator-tdm-ui-prs

Google Calendar

• Sign in to the [email protected] account via 1Password.
• Go to Google Calendar and remove the person from recurring invites for:
  • All TDM project meetings
  • TDM: All Team meetings
  • Any other meetings which are relevant to their role

GitHub

• Remove the member from:
  • TDM GitHub write team
  • Any other TDM-specific teams
• Do not remove them from the TDM GitHub read team

Google Drive

• Go to Shared drives > TDM Calculator folder
• Click “Manage members”
• Locate and remove the person from the shared drive

Figma

• Sign in to the [email protected] account via 1Password.
• Log into figma from that email
• Go to the TDM Figma folder
• Click on down arrow next to the name of the team in the main window, and click "view members"
• Locate their email in the list and click the dropdown next to it
• Select “Remove”

Step 4: Update Documentation

Team Roster

• In the TDM-Calculator Team Roster sheet, update their row:
  • Change Status to Inactive
  • Clear or note the date of departure
  • Update notes if they transitioned knowledge to someone else

Assigned Issues

• Reassign any GitHub issues they were working on (see roster for link).
• Check for PRs in progress; close or reassign as needed
• Mention their departure in issue comments for context

Step 5: Knowledge Transfer (Optional but Encouraged)

• Ask the team member if they can:
  • Write a short handoff note or checklist for their current responsibilities
  • Update documentation in the TDM Wiki or relevant project files
  • Spend a few minutes in a final meeting or Slack thread to hand off tasks

Step 6: Final Communication

• Send a direct message:
  • Thank them again for their time and contributions
  • Let them know they're welcome to return anytime or stay in touch via Hack for LA
  • Let them know they can unsubscribe from any issues they don't want notifications from by going to the issue and clicking unsubscribe
  • Let them know if they continue to receive emails or other notifications, that they don't want, to reach out in the #admin Slack channel