When someone joins your business, they quickly become connected to all sorts of systems.
They get an email account, access to files, Microsoft 365, Teams, business applications, and maybe even responsibility for your social media accounts. Before long, they’re part of the day-to-day running of the business.
But what happens when they leave?
Many businesses focus on handing back keys, collecting uniforms, and completing HR paperwork. What can sometimes be overlooked is everything that happens digitally behind the scenes.
A good offboarding process helps protect your business, keeps data secure, and ensures that important information doesn’t disappear when an employee moves on.
Here are some key areas worth checking whenever a team member leaves.
Don’t Let Important Knowledge Walk Out the Door
Every employee builds up valuable knowledge during their time with your business.
They might know how a particular process works, manage a supplier relationship, handle your social media posts, or be the only person who knows how a certain system is configured.
Before they leave, make sure any important information is documented and handed over to the right person.
The more processes you can document as you go, the easier this becomes when staff move on.
Check Social Media Access
Many businesses have discovered too late that an ex-employee still has administrator access to company pages.
Check all social media platforms, including:
- X
- YouTube
Remove access where necessary and ensure ownership remains with the business rather than an individual employee account.
Review All Apps and Logins
It isn’t just your core systems that matter.
Over time, employees often gain access to additional tools such as:
- CRM systems
- Accounting software
- Project management platforms
- Marketing tools
- Password managers
- AI services and productivity apps
Create a checklist of all systems the employee uses and review each one before they leave.
Secure Their Microsoft 365 Account
For many organisations, Microsoft 365 is at the centre of almost everything.
When an employee leaves, you should:
- Block sign-in access
- Reset the password
- Remove Microsoft 365 licences if appropriate
- Review Teams access
- Check OneDrive files
- Transfer ownership of important documents if needed
In many cases, a mailbox may need to remain accessible for a period of time, but that doesn’t mean the former employee should still be able to access it.
Remove Access from Personal Devices
With hybrid working becoming the norm, employees often access company systems from multiple devices.
This could include:
- Personal phones
- Home computers
- Tablets
Make sure company accounts are signed out and access is removed from any personal devices where business data may have been stored.
Recover Company Equipment
If you’ve provided any company-owned equipment, create a checklist to make sure everything is returned.
This could include:
- Laptops
- Mobile phones
- Tablets
- Headsets
- Security tokens
- Charging equipment
It’s much easier to recover assets as part of a structured offboarding process than several weeks later.
Transfer Ownership of Data
Before closing accounts, check whether the employee owns:
- Shared documents
- Customer records
- Teams channels
- Calendars
- Shared mailboxes
- Business subscriptions
Transferring ownership ensures important information remains available to the business and avoids disruption for the rest of the team.
Remove Device and Network Access
Access should be removed not only from user accounts but also from devices.
Review:
- VPN access
- Remote desktop access
- Wi-Fi permissions
- Mobile device management systems
- Security platforms
This helps prevent old devices from continuing to connect to company systems.
Don’t Forget Physical Security
Cybersecurity is important, but physical security matters too.
Remember to collect:
- Door fobs
- Access cards
- Alarm codes
- Gate codes
- Parking permits
If shared access codes have been used, consider changing them.
Create a Standard Offboarding Process
The easiest way to avoid problems is to have a documented offboarding checklist that is followed every time someone leaves.
Whether the departure is planned or unexpected, having a clear process means nothing gets missed and your business remains secure.
A few minutes spent reviewing access, accounts and devices can save a lot of headaches later.
Need Help Managing User Accounts and Security?
Offboarding staff is just one part of keeping your business secure. If you’d like help reviewing your Microsoft 365 setup, user access, devices or security processes, get in touch.
Book a 15 minute call with Nick:
