Offboarding Checklist for Team Leavers

When employees leave a business, often business leadership's attention is focused on replacing the skills they are losing, and handing over any mid-way projects from the leaver to the new starter. Meanwhile, the off-boarding process can be overlooked. Ensuring that this process is handled correctly can protect your business from potential cybersecurity threats and data breaches. Here's a detailed checklist to guide you through the offboarding process, focusing on cybersecurity for business leaders.

1. Revoke Access to Systems and Accounts

The first and most crucial step in the offboarding process is to revoke the ex-employee's access to all company systems and accounts. This includes email, cloud storage, project management tools, and any other platforms used by your business.

Steps:

• Disable Email Accounts: Immediately disable the ex-employee’s email account to prevent unauthorised access.
• Revoke Cloud Access: Ensure that access to cloud storage services like OneDrive, Google Drive, and Dropbox is revoked.
• Remove Project Management Tools: Remove the ex-employee from project management tools such as Asana, Trello, and Slack.
• Change Shared Passwords: Update passwords for any shared accounts and systems.

2. Collect Company Assets

Secondly, ensure that all company-owned equipment and assets are returned by the ex-employee. This includes laptops, mobile devices, access cards, and any other hardware or software.

Steps:

• Inventory Check: Maintain an inventory of all company assets issued to employees. Cross-check this list during offboarding.
• Retrieve Devices: Collect all company-issued devices, ensuring that no sensitive information is left on them.
• Software Licenses: Reclaim any software licenses assigned to the ex-employee to reassign them to new employees or deactivate them.

3. Secure Data

Protecting your company’s data and intellectual property is a critical aspect of SME cybersecurity. Ensure that all sensitive information is secured and that the ex-employee no longer has access to it.

Steps:

• Data Backup: Back up any important data stored on the ex-employee’s devices before wiping them clean.
• Secure Sensitive Information: Ensure that sensitive information is transferred to a secure location and that the ex-employee no longer has access to it.
• Review Access Logs: Check access logs for any unusual activity leading up to the employee’s departure.

5. Communicate Internally

Inform your team about the employee’s departure to ensure that everyone is aware of the change and can adjust accordingly. This communication is essential for maintaining workflows and security.

Steps:

• Announcement: Make a formal announcement to the team about the employee’s departure, respecting privacy and confidentiality.
• Reassign Tasks: Reassign the ex-employee’s tasks and responsibilities to other team members to ensure continuity.
• Update Contact Lists: Update contact lists and directories to reflect the change.

6. Review and Update Security Policies

An employee’s departure is a good time to review and update your company’s security policies. This ensures that your SME cybersecurity practices remain robust and effective.

Steps:

• Policy Review: Regularly review and update your security policies to address any gaps or weaknesses.
• Training and Awareness: Provide ongoing training and awareness programs for current employees to reinforce the importance of cybersecurity.
• Incident Response Plan: Ensure that your incident response plan is up-to-date and that all employees know how to report security incidents.

Offboarding employees is a critical process that requires careful planning and execution, especially from a cybersecurity standpoint. By following this ex-employees offboarding checklist, you can protect your SME from potential security threats and ensure a smooth transition for your team. Remember, cybersecurity for business leaders is not just about technology; it's about implementing comprehensive policies and procedures to safeguard your company’s assets.

Implementing a thorough offboarding process as part of your SME cybersecurity strategy will help maintain the integrity of your business operations and protect sensitive information from falling into the wrong hands. Stay proactive and vigilant, and your business will be better equipped to handle the challenges of employee transitions.