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Off-boarding employees, a critical IT process often missed

Download your FREE Off-Boarding Employees Checklist here. (
Many employers or managers enjoy the positivity and excitement that comes with hiring new staff members. It signals growth in the business, provides the promise of new skills and energy being bought to the table, a new perspective on problems and additional workmates to bolster team morale.  It’s no wonder then that information abounds for effective employee onboarding, it’s a critical process.
Unfortunately, when you start searching for effective off-boarding strategies to off-board employees, the information is not only far less abundant, the information contains horror stories of disgruntled employees costing hundreds, if not thousands of dollars’ worth of losses in theft, damage or fraud, and untold amounts in reputational damage.
In reviewing these horror stories one common theme persists, there was ineffective or no off-boarding and IT checklists in place.
The goal of an effective off-boarding strategy is to ensure the following:

    The protection of Intellectual Property
    Recovering assets
    To protect assets
    Minimise company reputational damage.
    Reduce likelihood of litigation from exiting employee.

In the modern business environment, we are heavily reliant on I.T. in many facets of operations, which is why it is critical that an effective off-boarding checklist is developed, tailored, to your business and details the IT specific off-boarding procedures.
A checklist may include the following as a minimum:

    Severance letter, including final pay amount and date.
    Post-employment payment (severance, unemployment)
    Non-disclosure and non-compete agreements
    Official Letter of Resignation (if applicable)
    Outstanding Reimbursements

Knowledge Transfer
If you have a replacement hired, make sure they’re aware of the following information. If not, have the departing employee document all of these:

    Technology necessary to do the job (computers, files, special systems)
    Special knowledge sources (binders, folders, formal protocols)
    Necessary contacts and relationships
    Location of Records (accounting documents, etc.)
    Useful resources (websites, newsletters, networking venues)
    Tasks in process or uncompleted
    Status report on all ongoing projects (due dates, deliverables)
    Consider having a current employee shadow the departing employee

Exit Interview
This is an opportunity to learn more about your company. Questions you might ask include:

    What did you like most and least about your job?
    Were goals and expectations clear to you?
    Do you think the job description matches these expectations? Would you change it?
    Talk about your manager(s). What did they do well? What could they use work on? What are some recommendations you might give them (anonymously, of course) that could help them improve?
    Did you receive enough feedback on your job? Did it help?
    Did you have all the resources necessary to do your job? If not, what else might have helped?
    Did you feel you had room to grow here?
    Would you work here again?
    Would you recommend this company or this position to a friend? Why or why not?

Recover Assets

    Mobile phone
    Staff ID Card
    Access Control Badge/s
    Company Credit Cards
    Other Company charge Cards (Fuel Card, Trade cards etc…)
    Parking Tags

IT Specific tasks will include. 
Reducing Data theft:

    Prevent email forwarding and sharing files to personal accounts.
    Reset shared passwords.
    Revoke access to all applications.
    Collect and/or wipe data from devices.

Reducing Compliance Violations or Breaches of Confidentiality 

    Prevent unnecessary exposure of sensitive information.
    Ensure your systems leave detailed audit logs.
    Retain data and create reliable backups.
    Wipe only corporate data off employee-owned devices.

Reduce Unnecessarily High Expenses Due to Unused Licenses and Unknown Recurring Payments

    Set a threshold on suspended licenses.
    Prohibit employees from using company cards for unapproved applications.
    Free up and reassign suspended licenses.

Reduce Productivity Loss Caused by Miscommunication and Lack of Documentation

    Document important processes.
    Avoid ad hoc scripts and undocumented automations.
    Ensure successful file ownership transfers.
    Handle email with care.
    Manage calendars and resources.
    Build orchestrated offboarding processes.

At AMIT,( we work closely with the HR Managers and their team, to ensure any off-boarding process is managed swiftly and with the utmost discretion. If you would like to talk to us about your current offboard processes, or how we can assist in managing your businesses IT requirements, please go to our website(, email([email protected]) or call us on 1300 720 790.
Download your FREE Off-Boarding Employees Checklist here. (
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