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The Ultimate Guide to Remote IT Offboarding - Spoke

Updated: Aug 22, 2023

Offboarding employees can be a difficult and delicate process, but with proper planning and execution, you can ensure a seamless and secure experience for your organization!

a person in a blue jacket handing a box to a woman in a blue shirt

1. Develop a Remote IT Offboarding Checklist

Before you begin the offboarding process, it's crucial to have a clear and detailed checklist in place. This checklist should cover all the steps necessary to securely offboard an employee, from revoking access to company accounts and systems to transferring any work-related files and data. Some key items to include on your remote IT offboarding checklist are:

  • Communication strategy

  • Notification of relevant departments (HR, IT, managers)

  • Termination of access to company email and applications

  • Revoking access to shared drives, files, and cloud services

  • Deactivating company-issued hardware and software licenses

  • Collecting and archiving work-related files and data

  • Ensuring the return of company-owned equipment and assets

It is a good idea to have an offboarding checklist in place and to touch base with all the other relevant departments long before you expect to perform an offboard.

2. Revoke Access to Company Systems and Accounts

Once an employee's departure has been confirmed, it's essential to revoke their access to all company systems, applications, and accounts. This includes email, chat applications, file-sharing services, project management tools, and any other software or services used by the employee. Ensure that their access to these platforms is terminated on or before their last day of employment to minimize the risk of unauthorized access or data breaches.

3. Transfer and Archive Work-Related Files and Data

As part of the offboarding process, it's crucial to ensure that all work-related files and data are transferred to the appropriate team members or departments. This can include documents, spreadsheets, project files, and any other relevant materials. It's also important to archive these files securely to maintain a complete record of the employee's work history and contributions.

4. Deactivate Licenses and Subscriptions

Many organizations provide employees with access to various software licenses and subscriptions as part of their job responsibilities. To prevent unnecessary costs and potential security risks, be sure to deactivate any licenses or subscriptions assigned to the departing employee.

5. Manage Return of Company-Owned Assets and Equipment

Employees who work remotely often use company-owned equipment, such as laptops, mobile devices, or other hardware. As part of the offboarding process, ensure that these assets are returned and accounted for. You may also need to consider data wiping and reassignment of the equipment to other employees.

Tips For Smooth Offboarding

A well-planned and executed remote IT offboarding process is critical for maintaining the security and integrity of your organization's systems and data. Here are a couple of tips to keep in mind:

Clear Offboarding Communication

This is the most sensitive part of the entire process, and the part where things most often go wrong. A successful offboarding process requires clear communication and collaboration between IT, HR, and other departments. Ensure that all relevant parties are informed about the offboarding process and that they have a clear understanding of their roles and responsibilities. Regularly review and update your offboarding procedures to address any changes or improvements needed.

It is important to clearly communicate any expectations of the employee as the first step in the offboarding process.

Automate Where Possible

Automating certain aspects of the offboarding process can save time and reduce the risk of human error. Consider implementing software or tools that can automatically disable access to company systems, revoke licenses, and archive employee data. Automation can help streamline the offboarding process and ensure that all steps are completed consistently and efficiently, especially when it comes to communicating with employees and tracking equipment returns.

Stay Vigilant on Security

Employee offboarding is a critical time for maintaining the security of your organization's data and systems. Regularly review and update your offboarding security protocols, and consider conducting periodic audits to ensure compliance with best practices. By staying vigilant on security, you can help minimize the risk of data breaches or unauthorized access during the offboarding process.

It is a good practice to have a standard device wiping process in place for all returned equipment.

Conclusion: A Guide on Remote IT Offboarding

A well-planned and executed remote IT offboarding process is critical for maintaining the security and integrity of your organization's systems and data. By following these essential steps, key tips for IT managers, and creating a comprehensive offboarding checklist, you can help ensure a smooth and secure transition for both the departing employee and your organization as a whole.



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