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Taking a long leave from work can be both exciting and daunting. Whether you’re planning a well-deserved vacation, dealing with a family emergency, or simply taking a sabbatical, the process of preparing for an extended absence requires careful planning and organization. In this article, we will walk you through the steps to effectively prepare for a long leave, ensuring a smooth transition and peace of mind while you’re away.

1. Assess the Necessity of Your Leave

Before you embark on preparing for a long leave, it’s essential to evaluate why you need it critically. Is it for rest, a family event, or a pressing personal matter? Knowing the purpose behind your leave will help you make better decisions throughout the process. It is a critical step in ensuring your time off is well-planned and justified.

Just before requesting leave, consider its impact on your work, colleagues, and projects. Is it essential, or can it be rescheduled? Thoughtful assessment helps maintain productivity and team harmony, ensuring that your absence won’t disrupt essential operations. Make sure your leave serves a legitimate purpose and that you’ve explored alternative solutions, demonstrating your commitment to responsible time management and teamwork.

2. Notify Your Employer and Team

Once you’ve determined the need for a long leave, the next step is to communicate this to your employer and team. Be open and honest about the duration and reasons for your leave. Early notification allows your employer to plan accordingly, reducing any last-minute stress. Notifying your employer and team is a crucial part of the leave process. Keep them informed well in advance, providing clear details about your absence, duration, and reasons. 

This proactive approach allows for proper planning, workload redistribution, and ensures a smooth workflow during your absence. Effective communication fosters understanding and demonstrates professionalism, helping your team and employer manage the situation efficiently.

3. Delegate Responsibilities

In your absence, someone needs to cover your work responsibilities. Delegate tasks to your colleagues or team members, and make sure they have the necessary information and resources to fulfill these duties effectively. Identify key tasks and projects that require attention during your absence and assign them to capable colleagues. Effective delegation ensures that work continues to progress smoothly and that your team can handle any urgent matters that may arise. Providing clear instructions and support to those taking on your responsibilities is vital to maintain productivity and minimize disruptions. It shows your commitment to teamwork and responsible time management.

4. Prepare a Detailed Handover Document

A comprehensive handover document is your key to a smooth leave. Preparing a detailed handover document is crucial before taking leave. This document should comprehensively outline your ongoing tasks, projects, and any critical information your colleagues may need during your absence. Include clear instructions, deadlines, and contact details for any urgent issues. 

A well-prepared handover ensures a smooth transition, minimizes disruptions, and empowers your team to manage your responsibilities effectively. It reflects your commitment to a seamless workflow and responsible teamwork, helping everyone involved to stay on track in your absence.

5. Set Up an Out-of-Office Message

Before you go, configure a professional out-of-office message on your email and other communication platforms. Let people know when you’ll be back and provide an alternative contact in case of urgency. Setting up an out-of-office message is a practical step before going on leave. This auto-reply email informs senders that you are away, and it provides essential details like your return date and an alternative contact person if necessary. 

A well-crafted message should be concise, professional, and convey that you are temporarily unavailable while assuring senders that their messages will be addressed upon your return. This simple yet effective tool helps manage expectations, reduce stress, and maintain professional communication during your absence.

6. Emergency Preparedness

Identify potential emergencies and create contingency plans:

• Assess possible scenarios that could arise during your absence, such as project setbacks, technical issues, or unexpected challenges.
• Develop detailed contingency plans for each identified emergency, outlining specific steps and solutions.
• Consider involving key team members in brainstorming and refining these plans to ensure comprehensive coverage.

Share emergency contact information with relevant parties:

• Compile a list of essential contacts, including team members, clients, and stakeholders.
• Clearly communicate this list to relevant parties, ensuring everyone knows who to contact in case of an emergency.
• Include alternative contacts in case the primary ones are unavailable, providing a hierarchy for reaching out.

Make arrangements for someone to handle urgent matters in your absence:

• Designate a responsible colleague or team member to act as your point of contact during the leave.
• Clearly communicate the responsibilities and decision-making authority granted to this person.
• Ensure the designated contact is well-informed about ongoing projects, deadlines, and any specific requirements related to your role.

By proactively identifying potential emergencies, sharing crucial contact information, and designating a capable point of contact, you can significantly enhance your emergency preparedness for a long leave. This proactive approach helps minimize disruptions and ensures a smoother transition during unforeseen circumstances.

7. Health and Wellness Check

Prior to taking leave, conducting a health and wellness check is essential. Schedule any necessary medical appointments to address health concerns and refill prescriptions to ensure you have an adequate supply during your absence. Assess your overall well-being and make any adjustments to your diet, exercise, and sleep routines to maintain good health during your leave. This proactive approach will help you enjoy your time off while ensuring that you’re physically and mentally prepared to return to your responsibilities feeling refreshed and revitalized.

8. Reacclimatize to Work Upon Your Return

Your return to work is just as crucial as your leave preparation. Reacclimatizing to work upon your return is crucial for a smooth transition back into your professional responsibilities. Take some time to review any notes or emails you missed during your leave. Meet with colleagues to catch up on project updates and discuss any changes or developments in your absence. Ease into your workload gradually, prioritizing tasks and setting realistic expectations. By taking these steps, you can minimize stress, ensure a seamless return to work, and maintain productivity as you readjust to your professional routine.

In conclusion, preparing for an extended vacation involves careful planning, communication, and organization. By following these steps and addressing the key considerations, you can ensure a stress-free and enjoyable leave while maintaining a smooth reintegration into your work life upon your return. Remember, a well-prepared extended vacation is an opportunity to recharge and come back even more productive and refreshed.

FAQs (Frequently Asked Questions)

How long in advance should I notify my employer about my long leave?

It’s advisable to inform your employer at least one to three months in advance to give them ample time to plan for your absence.

What should I include in my handover document?

Your handover document should cover project details, contact information, deadlines, and any specific instructions for your colleagues.

How can I ensure my home is secure while I’m away?

Lock all doors and windows, set up security systems if possible, and consider asking a trusted neighbor or friend to keep an eye on your property.

What is the ideal length for a long leave?

The ideal length for a long leave depends on your personal circumstances and the purpose of your leave. It can range from a few weeks to several months.

How can I make the transition back to work smoother?

Schedule a transition day upon your return to catch up on emails and tasks and gradually ease back into your work routine.

With a secure, scalable, user-friendly platform, BrioHR covers the entire employee journey from recruitment to onboarding, payroll and claims, to performance and analytics, and more.

This enables business owners and HR teams to truly focus on what matters most – people.

Visit briohr.com and get a free demo now.

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In the world of employment, performance and conduct are of paramount importance. However, there may be instances when an employee’s actions or behavior raise concerns and may warrant disciplinary action. In such cases, employers must follow a fair and transparent process to address the issues effectively through show cause letter.

Investigative Techniques

A proper investigation to gather evidence is crucial before issuing a show cause letter for alleged misconduct or underperformance.

HR should interview witnesses or anyone involved in the incident to document misconduct to get firsthand accounts. Meet with witnesses individually and have them provide a signed statement detailing their full recollection of the events. Ask follow-up questions to verify details.

Review any documentation related to the allegations, like emails, written policies, past performance reviews, or previous warnings. Ensure proper protocols are followed and maintain copies of relevant documents. Check timecards, records, or other physical evidence if applicable.

For underperformance issues, compile documentation over time like missed deadlines, lack of completed work, quality issues, or samples of subpar work. Provide evidence of coaching and support attempts. Document performance discussions.

Consult legal counsel to ensure investigation techniques will hold up if challenged legally. Fully investigating allegations using interviews, documentation, and physical evidence provides HR with the details needed to issue a show cause letter and proceed with any warranted discipline. Maintain thorough documentation throughout the investigative process.

Disciplinary Options

There are various forms of disciplinary action that can be taken following a show cause letter procedure:

Verbal Warning: This is the lowest level of discipline. The employee’s manager has a discussion with them, explaining the problematic behavior, outlining expectations going forward, and making clear that additional issues will result in escalation. This provides an initial opportunity for improvement.

Written Warning: With a written warning, the problematic behavior is documented in a formal notice that is added to the employee’s personnel file. It cites details of the issues and required changes, serving as an official record in case further discipline is warranted. Employees normally have to sign the written warning acknowledging its receipt.

Suspension: If more significant than a warning is required, suspending an employee temporarily without pay demonstrates the severity of the situation while stopping short of full termination. The length of the suspension is specified, and duties are restricted during that time frame. Suspension gives employees an incentive to correct issues prior to potential termination.

Demotion: For management-level employees, demotion to a lower position with a corresponding salary decrease may be suitable. This removes duties that the employee failed to perform properly in their previous role. Their skills may be better suited for lower-level responsibilities.

Termination: When misconduct is severe, or an employee fails to improve after progressive discipline, termination may be justified. This permanently severs the employment relationship. Sufficient documentation should demonstrate the means by which lesser disciplinary measures failed prior to terminating employment.

Ideally, discipline should escalate incrementally to provide opportunities for improvement through warnings, suspension, or demotion before resorting to termination. However, aggravating factors may warrant bypassing progressive steps to immediate termination, depending on the circumstances.

Best Practices

When drafting a show cause letter, be specific when describing the allegations and citing policy violations, but maintain an objective tone. Avoid accusatory language. Follow protocols and allow reasonable response time. Have a legal review of the letter before sending it.

When issuing the letter, do so discreetly by meeting in person and emphasizing the goal of a full understanding. Explain the next steps in the process and potential consequences. Document the conversation.

Common mistakes to avoid include:

• Failing to fully investigate allegations before issuing the letter.
• Not providing adequate time for the employee to respond.
• Neglecting to maintain confidentiality during the process.
• Issuing disciplinary action before the response deadline passes.
• Forgetting to have the employee acknowledge receipt of the letter.

Following proper procedures for show-cause letters is essential to avoid missteps. With care, they can be constructive in correcting issues before considering termination.

What to Do After Issuing a Show Cause Letter

After issuing a Show Cause Letter to an employee, HR departments must follow a set of necessary steps to ensure a fair and thorough process. The first step is to review the employee’s response to the letter, allowing them to explain their side of the story. Considering any mitigating circumstances and relevant workplace history during this review process is essential.

Next, a fair hearing should be conducted to evaluate the allegations and the employee’s response. This may involve conducting an internal investigation and gathering additional evidence or witness statements. It is crucial to ensure that the process is unbiased and that the employee can present their case before making any decisions.

HR should determine the appropriate disciplinary measures after evaluating all the evidence and considering any mitigating circumstances. This may involve issuing a warning letter, imposing a period of suspension, or, in severe cases, initiating legal action or termination of employment. The chosen disciplinary measures should align with company policies and employment law.

Throughout the process, it is crucial to avoid the appearance of bias. This can be achieved by consistently maintaining confidentiality, treating all employees involved, and establishing approval authority limits. The disciplinary process should be conducted transparently and fairly, ensuring that all employees are afforded a reasonable response period and that the allegations are communicated in unambiguous language.

BrioHR Leads the Way in Streamlined Employee Management

As the article highlights the importance of a show cause letter in addressing employee misconduct, it’s equally vital to have an efficient HR system in place to manage such processes. BrioHR, with its comprehensive suite of HR tools, can be an invaluable asset for organizations. Its user-friendly platform ensures that HR departments can effectively manage disciplinary processes, from issuing show-cause letters to evaluating employee responses and determining appropriate disciplinary actions.

With a secure, scalable, user-friendly platform, BrioHR covers the entire employee journey from recruitment to onboarding, payroll and claims, to performance and analytics, and more.

This enables business owners and HR teams to truly focus on what matters most – people.

Visit briohr.com and get a free demo now.

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In this article, we will delve into seven ways HR professionals can effectively justify the expense of HR software.

Understand the Pain Points

Before diving into any software acquisition, it’s essential to identify the existing pain points within your HR department. Are you struggling with time-consuming administrative tasks? Is accurate data management proving to be a challenge? Are your employees dissatisfied with the current communication and engagement practices? By clearly defining these pain points, you can demonstrate how HR software will address these issues and enhance overall efficiency.

Quantify Time and Cost Savings

One of the most significant advantages of HR software is its potential to save time and reduce costs. Calculate the hours currently spent on manual data entry, paperwork, and other administrative tasks. HR software streamlines these processes, enabling your team to focus on strategic initiatives and employee engagement. Present these time savings in terms of monetary value by estimating the equivalent labour costs, demonstrating how the software pays for itself over time.

Showcase Compliance and Risk Management

HR professionals are responsible for ensuring compliance with an array of laws and regulations related to employment. HR software often includes built-in compliance features that help track and manage important documentation, such as employee contracts, statutory deductions, and leave policies. Emphasize how the software mitigates the risk of costly legal penalties due to non-compliance, underscoring its role in safeguarding the company’s reputation and finances.

Highlight Data-Driven Insights

In the modern business environment, data is king. HR software empowers HR professionals with data-driven insights that aid in decision-making. From tracking employee performance and engagement to identifying trends in turnover and productivity, these insights provide a holistic view of the organization. Emphasize how data-driven decision-making can lead to more informed strategic planning and improved employee satisfaction.

Amplify Employee Experience

Happy and engaged employees are the backbone of a thriving organization. HR software often includes features that enhance employee experience, such as self-service portals, new joiner onboarding, and performance management tools. Illustrate how these features contribute to increased employee satisfaction, retention, and productivity, all of which directly impact the company’s bottom line.

Forecast Scalability

As your organization grows, so does the complexity of HR tasks. Present HR software as an investment in future scalability. Demonstrate how the software can seamlessly accommodate an expanding workforce and evolving HR needs, avoiding the pitfalls of outdated systems that can hinder progress.

Compare Alternatives

When justifying the cost of HR software, it’s essential to demonstrate that the chosen solution offers superior value compared to alternative options. Compare the long-term benefits, features, and support provided by the software against the potential drawbacks and limitations of sticking with existing processes or outsourcing HR to a third party.

Maximize ROI with BrioHR

HR software can sometimes be a tough sell to company leadership, but with BrioHR, you can be assured of buy-in from the get go. BrioHR not only automates repetitive tasks and enhances employee engagement, it also does it within a modern, user-friendly interface. Plus, it also comes with a modular, affordable platform designed for SMEs and large enterprises alike.

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Across OECD countries, the average job tenure has declined by around 8% between 2012 and 2019 across all age groups. While it’s unclear how the COVID-19 pandemic has affected job tenure, the recent phenomenon of the Great Resignation shows that labour mobility is still high.

As a result, having a systematic, formal process for when an employee resigns is important for HR departments. This process is known as employee offboarding.

What is Employee Offboarding?

Understanding the Importance of Offboarding

Employee offboarding refers to the process of formally separating an employee from the organization. Just as onboarding sets the tone for an employee’s tenure, offboarding shapes their lasting impression of the company. A well-managed offboarding process can lead to positive recommendations, reduce legal risks, and maintain positive relationships.

Benefits of a Structured Offboarding Process

• Positive employer brand: A well-handled offboarding process leaves a positive impression on departing employees, enhancing your company’s reputation.
• Knowledge transfer: Structured offboarding ensures the transfer of critical knowledge and tasks to remaining team members.
• Risk mitigation: Proper offboarding helps manage legal, security, and compliance risks associated with employee departure.
• Alumni engagement: Maintaining a connection with former employees can lead to future business opportunities and referrals.
• Employee morale: An organized offboarding process demonstrates respect for departing employees and can boost overall morale.

Pre-Offboarding Preparation

Communication and Coordination

Notify relevant departments (IT, finance, etc.) about the impending departure. Coordinate with managers to ensure a smooth transition plan.

Documentation Review

Gather and review all necessary documents, such as contracts, non-disclosure agreements, and benefits information. If you have all the information on a digital employee file, this will make the process easier.

Exit Interview Planning

Plan for an exit interview to gather feedback from the departing employee. This is an opportunity to learn about their experiences and identify areas for improvement.

The Offboarding Process

Exit Interviews

Conduct thorough and confidential exit interviews to gather insights into the employee’s reasons for leaving, their experiences, and suggestions for improvement.

Return of Company Property

Collect all company-owned property, including laptops, access cards, and any other assets issued to the employee.

Knowledge Transfer

Ensure the departing employee transfers their knowledge and responsibilities to relevant team members. Document critical processes and projects for a smooth transition.

Account and Access Termination

Revoke access to company systems and accounts promptly to safeguard sensitive information.

Benefits and Final Compensation

Explain the process for accessing final paychecks, benefits continuation, and any other relevant financial matters.

Legal and Compliance Procedures

Ensure compliance with legal requirements, including non-compete agreements, intellectual property protection, and data privacy regulations.

Maintaining Relationships

Providing References

Offer to provide positive references for departing employees, maintaining professionalism and focusing on their strengths.

Alumni Network Engagement

Encourage departing employees to join the company’s alumni network. Engaging with former employees can lead to business opportunities and valuable insights.

Employee Offboarding Best Practices

• Clear communication: Keep employees informed at each step of the offboarding process to reduce confusion and stress.
• Respect and sensitivity: Treat departing employees with respect and sensitivity, acknowledging their contributions.
• Knowledge retention: Ensure essential knowledge is transferred and documented for a smooth transition.
• Compliance with regulations: Adhere to legal and compliance requirements to avoid legal complications.

A successful offboarding process contributes to a positive work environment, a strong employer brand, and smoother transitions for all parties involved. By following these guidelines and tailoring them to your company’s specific needs, you can ensure a respectful and efficient employee offboarding experience.

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While there’s a lot of speculation about if, when, or how AI will steal away jobs, it’s clear that there will be an immediate impact on organizations and careers.

In the HR space, AI is unlikely to replace humans. If anything, AI has the potential to greatly speed up and empower HR professionals in their day-to-day work. AI should be thought of not as a threat, but as a tool.

Really, What is AI?

Putting science fiction aside, AI is basically using computers to mimic the problem-solving and creative processes of the human mind. John McCarthy of Stanford University defines AI as “the science and engineering of making intelligent machines, especially intelligent computer programs.” He also adds that intelligence is “the ability to achieve goals in the world.”

Strictly speaking, any computer program that uses simple rules to solve a problem is, technically, AI. For example, an applicant tracking system (ATS) that uses keywords to filter candidates is already a form of AI.

But when you take these rules, use some fancy statistical analysis techniques on it and train it using large datasets, you get generative AI. This is what the current buzz about AI is about: programs that can write, code, create art, music, and even videos – approximating human creativity.

Impressive as these outputs may seem, they are not infallible. Generative AI is notorious for being inaccurate and have to be fact-checked by humans. Furthermore, the data that these AI models are trained on tend to be geographically biased and possibly unsuitable for local content generation. HR professionals need to be aware of the capabilities and limitations of AI before using them.

AI Uses in HR

Aside from the ATS example given above, there are many ways in which HR can use generative AI in day-to-day work:

• Using AI in talent acquisition, to generate or fine-tune job descriptions that sound less biased against diverse candidates.
• AI can be used to write effective employee communications, from organization-wide announcements to individual memos to employees.
• Data analysis of existing data, e.g. feedback from employee pulse surveys, performance reviews, attrition data etc. HR professionals can feed AI tools like ChatGPT Excel tables and ask it to analyze data in a certain way.
• HR can use generative AI to analyze skills development paths. Using employee skills, interests and past career trajectories, AI can recommend customized learning paths and identify growth opportunities.

Most savvy HR executives have already started using generative AI to perform such tasks. Its power is too good to pass up, along with the productivity gains that HR stands to benefit from.

So, Why Should HR Be Wary?

Generative AI like ChatGPT may sound scarily intelligent, but at the end of the day they are still only pretending to be intelligent. The large language models (LLMs) that these AIs are trained on are mostly unfiltered, meaning that inaccuracies and legally dubious advice can still be generated.

Thus, generative AI is not a godlike tool even while it provides HR with numerous advantages and efficiencies. To make the most of these tools, HR professionals still need to use their knowledge and insights. Additionally, they must be able to recognise when the results they receive appear to be inaccurate or misleading.

Looking at the bigger picture, generative AI’s impact on the organization should not be overlooked either. The use of AI by the wider workforce cannot be denied, but it needs to come with usage guidelines. Inaccuracy aside, there may also be issues of plagiarism and privacy concerns.

Sample AI Usage Policy

Purpose of this policy

Artificial intelligence (AI) tools such as OpenAI’s ChatGPT and Google’s Bard will transform the way we work. They have the potential to automate tasks, improve decision-making, and provide valuable analysis of our business.

However, the use of AI also presents new challenges in terms of accuracy, legal liability, information security and data protection. This policy outlines best practices for use of AI tools in the workplace, especially as it pertains to using sensitive data and proprietary company and customer information in these tools. Our ultimate goal is to protect employees, clients, suppliers, customers, other stakeholders, and the company from harm.

AI policy

All employees are expected to adhere to this policy when using AI tools.

• Protection of confidential data: Employees must not upload or share any data that is confidential, proprietary, or protected by regulation. This includes data relating to customers, employees, or partners. Employees also may not use company email addresses, phone numbers, or credentials to create an account with AI platforms. No company data of any kind may be submitted (copied, typed, etc.) into these platforms.
• Use of reputable AI tools: Employees should use only reputable AI tools and be cautious when using tools developed by individuals or companies without established reputations. Any AI tool used by employees must meet our security and data protection standards.
• Compliance with security policies: Employees must apply the same security best practices we use for all company and customer data. This includes using strong passwords, keeping software up-to-date, and following our data retention and disposal policies.
• Accuracy and fact-checking: All AI-generated content must be reviewed for accuracy before relying on it for work purposes. If a reliable source cannot be found to verify factual information generated by AI, that information cannot be used for work purposes.
• Ethical Use: AI must not be used to create content that is inappropriate, discriminatory or otherwise harmful to others or the company.

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An employee has resigned and doesn’t want to serve their notice period. What can HR do?

Upon resignation, employees are legally obligated to serve out their notice period according to their employment contract. For example, if the notice period stated in the contract is three months, they will have to serve three months’ notice and complete their handover during this period.

However, employer and employee can come to an agreement to shorten the notice period. Employees can use their annual leave balance to offset the notice period and bring forward their last day of work. Another way is to buy out the notice period by paying the company an equivalent sum to the notice period of the employee’s salary.

An employee has just straight up resigned and not served their notice period!

In this case, you can issue a letter of demand to the employee for the wages owed equivalent to their buyout sum, as well as for any company equipment still in the employee’s possession.

Any action taken against the employee must be done as a civil action. Previously, such an action could be referred to the Director-General of Labour via the Labour Court, but this avenue has been abolished by the 2022 amendments to the Employment Act.

How do I research a salary range for recruitment?

Salary benchmarking is the process by which companies compare internal salaries with the industry average. You can derive a salary range from there.

First, establish the job criteria, such as:

• Job scope
• Key skills
• Education level
• Experience level
• Any special qualifications

Next, determine market criteria such as:

• Geographic location
• Cost of living
• Industry average pay
• Pay in organizations of similar size

You can also compile salary data from external sources, such as Singapore’s Ministry of Manpower salary comparison tool. In Malaysia, this data is published by organizations like Michael Page and JobStreet.

Do I need to screen employees for drugs?

While there are no regulations stating mandatory drug testing for employees, Malaysia’s Occupational Safety and Health Act 1994 does require employers to ensure, as far as practicable, the safety, health and welfare at work of all their employees. Arguably, this can extend to drug testing as drug abuse can lead to an unsafe working environment.

In practical terms, some employment contracts do contain clauses allowing for periodic, random drug tests. Otherwise, you will need to get the employee’s consent for random drug testing, particularly if you suspect they are turning up for work under the influence.

Can sick leave and parental leave be prorated?

No. Sick leave cannot be prorated. In Malaysia, on a close reading of section 60F of the Employment Act 1955, it states that employees are entitled to sick leave “in the aggregate in each calendar year”, which means it cannot be prorated.

Similarly, maternity leave cannot be prorated as section 37 of the Act allows for “consecutive days…in respect of each confinement”.

A competitor poached my employee!

In general, you can do very little to prevent poaching.

Even if you insert a non-compete or anti-poaching clause in the employment contract, it is very unlikely to be held up in court. In fact, section 28 of Malaysia’s Contracts Act 1950 states that an “agreement by which anyone is restrained from exercising a lawful profession, trade, or business of any kind, is to that extent void”.

Employers can only restrict employees from using confidential information belonging to the organization, such as client lists or any proprietary knowledge that gives the organization a competitive advantage. Thus, non-disclosure agreements are binding, but only so far as actual usage of the information is concerned. An NDA cannot be used to prevent an employee from leaving employment.

On the other hand, in cases of ‘mass poaching’, the court may rule in favour of the employer as employees are expected to serve with fidelity and good faith. In Sundai Malaysia Sdn Bhd v Masato Saito & Ors [2013] 9 MLJ 729, the court held that there was a breach of duty in a plot to resign en masse and join a competitor.

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