Over time, your employees come and go, and managing their company profile can be overwhelming and confusing. Whether you’re welcoming a fresh face or saying goodbye to a team member, having an efficient IT process will maintain company security as well as employee satisfaction.
This guide contains the essential steps in onboarding and offboarding employees from an IT standpoint, ensuring a seamless experience for everyone involved.
Onboarding Process
1. Work as a Team
Hiring a new employee typically involves the new employee’s supervisor, HR, and the IT department. While some of these roles might be done by the same person in small organizations, it’s important that everyone is informed and works together.
2. Collect Personal Information (HR)
Gather personal information from the new hire for both HR and IT purposes. This includes their full name, address, personal email, mobile number, contact details, emergency contact details, and relevant tax forms. Additionally, ask the employee’s supervisor about any specific software or hardware needs the employee may have to help personalize their digital workspace.
3. Notify the IT Department (HR)
Inform the IT department of the new employee as soon as the employment offer is accepted, This allows them to prepare any necessary equipment or order new devices if needed. Provide details such as the new hire’s start date, role, and specific tech requirements. A proactive approach minimizes downtime and creates a positive first impression.
4. Set Up Accounts and Access (IT)
Create and configure the new employee’s digital identity within the organization. Set up their company email account, phone extension, and give permissions for various software and systems they’ll need to perform their job. Consider implementing single sign-on (SSO) solutions to simplify access management and enhance security.
5. Assist with First-Time Logins (IT and/or Supervisor)
The first day can be overwhelming for new employees, especially when navigating unfamiliar systems. After the new employee deals with HR and meets their supervisor, have an IT team member assist with their first logins to their computer, email, and other critical accounts. This meeting is also an opportunity for the employee to address any immediate questions or concerns, potentially mitigating technical issues.
6. Send New Employee Welcome Email (IT)
After the initial setup, send a comprehensive IT support email including:
- Company IT protocols and best practices
- Detailed security policies and guidelines
- Information about upcoming IT training sessions
- Contact information for IT support
- Links to relevant IT resources and documentation
This email serves as a reference point for the new employee and helps set clear expectations regarding technology usage and security from the start.
7. Keep an Inventory of Assigned Equipment (Supervisor / IT)
Be sure to keep track of company-owned equipment given to the employee. This will be useful when the employee eventually leaves the company.
Offboarding Process
A poor offboarding procedure can lead to serious business implications and cybersecurity risks. Read our related blog.
1. Notify the HR Department
Notify the HR department as soon as an employee hands in their resignation letter or is terminated. They will be removed from the payroll system, and a coordinated offboarding process will be initiated. HR will work with IT to create a checklist of all digital assets and accounts that need attention.
2. Retrieve Company-Owned Devices
Collect all company-owned devices from the departing employee to protect company assets and data. This includes laptops, smartphones, tablets, access cards, and any other issued equipment. Consider implementing a remote wipe capability on mobile devices to protect sensitive data in case a device is lost or not returned.
3. Disable Access Rights
Disable all access rights to company systems, email accounts, cloud services, and sensitive data. This should be done immediately upon the employee’s departure or sooner if necessary. Have a comprehensive list of all systems the employee had access to, and implement identity and access management (IAM) solutions to simplify this process and ensure nothing is overlooked.
4. Set Up Email Autoresponder
Set up an autoresponder email to maintain business continuity. This message should inform senders that the employee is no longer with the company and provide contact information for the appropriate person or department to handle their inquiry. The former employee’s emails can also be forwarded to someone else in the organization.
5. Backup and Transfer Data
Before closing out the employee’s accounts, it’s crucial to back up any critical data associated with their work. Identify important documents or project files that need to be retained and transfer them to appropriate team members or a centralized storage system.
6. Review Account Activity
As a final security measure and before the employee’s departure, review their account activity for any unusual behavior. Look for signs of unauthorized access attempts or large data downloads to help identify potential data breaches or intellectual property theft. If any concerning activities are found, they should be immediately reported to the appropriate channels for further investigation.
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Effective IT onboarding and offboarding processes are essential components of a robust IT management strategy. By following these steps, you can ensure smooth transitions for both new and departing employees while maintaining business security and protecting valuable digital assets.
Need guidance setting up an onboarding or offboarding process for your employees? Schedule a 15-minute call with us to get started!
