In September we spoke about how vital it is to prepare for a new member of staff in our ‘Is your team expanding – how to ensure a smooth start’ piece. We mentioned how important it is to have all IT in place ready for the new starter, not just so that they can hit the ground running, but also so that they get a great first impression of your business and everyone benefits from increased morale. 

It’s always exciting to welcome a new member to your team, but unfortunately there are occasions when team members decide to move on to pastures new or, in a worst-case scenario, the business decides that the employee must leave the company.

As we call know, there are positive reasons and there are negative reasons why staff need to leave a business, but what you do about their IT remains the same. It is imperative that even for the most dedicated employee, leaving the business for the ‘right’ reasons, that IT is dealt with as rigorously as that of someone who is not happy to leave. 

So, what should be completed BEFORE an employee leaves the business? 

Firstly (and before the employee leaves) ensure you have a list of all the IT kit, and other sensitive items, that they have access to including: 

  • Laptop 
  • PC 
  • Tablet 
  • Servers 
  • Telephones and mobiles 
  • Electronic name badges and security passes 

Additionally, note down all the accounts that they have access to which could include:

  • Email 
  • Phone 
  • Social media
  • Website
  • Blogs
  • Intranet
  • Bank and credit card 

AND, let us know (before the employee goes). We need to have all the information that you’ve noted above, plus the date and time that the staff member is expected to leave. If you can’t find the information above then let us know – we’ll have some of the information you need on file. 

On the LEAVING day it is essential that all IT kit and sensitive items are returned. 

It may be useful to use a sign-off sheet if you don’t already have one of these in place, allowing you to check that all items are back and in one piece. And if there are any chargers and additional kit used with the main items, make sure that you have these too.  

At Net Primates we’ll ensure that all accounts are shut down as soon as the employee leaves your business. We’d recommend that you change passwords and pin numbers to add additional security – let us know in advance if this is something you’d like to do and we’ll help to manage the process. 

After the employee has left there is still work to do… 

Laptops, PCs and phones need to be cleared and reset, ready for a new employee to use. If there is going to be an overlap with the outgoing employee and the new one then there is the option of allowing the outgoing employee to train the new one, using their current kit (although it will still need to be cleaned up and reset before the new employee takes it over – with advance notice Net Primates can help make this process as smooth as possible, limiting downtime.  

As we all know, when employees leave a company it is not always a smooth process, depending on the reasons for leaving, but with careful management a business can retain a high level of security and ensure that they keep hold of all their IT kit (and have it in good working order).  

For more information on preparing for a staff member to leave contact Net Primates today, and ensure a smooth departure with minimum impact to your business. 

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