New staff should be able to start work without waiting for accounts, email or a computer to be configured. Departing staff should have access removed quickly and predictably. A repeatable IT onboarding and offboarding process makes both easier.
Before a new employee starts
- Create the Microsoft 365 user and assign only the licences required.
- Prepare the computer, updates, security software and business applications.
- Configure email, Teams, OneDrive and required SharePoint sites.
- Add the user to the correct shared mailboxes and distribution groups.
- Set up multi-factor authentication.
- Provide access to printers, network drives, line-of-business applications and VPN services where required.
- Record the computer asset details and assigned user.
Use role-based access rather than copying another user blindly
It is tempting to give a new person the same access as someone in a similar role. That can gradually create excessive permissions. A better approach is to define what each role genuinely needs and add exceptions only where justified.
Prepare the device properly
A new employee computer should be fully updated before handover. Standard applications, security settings, printers, browser configuration and business shortcuts can be prepared in advance so the first day is spent working rather than waiting.
Offboarding starts with timing
The business should decide exactly when access is to be removed. For planned departures, the timing can be coordinated with management. For urgent departures, account access may need to be disabled immediately.
What to check when someone leaves
- Disable sign-in and revoke active sessions.
- Remove or change MFA methods.
- Review mailbox forwarding and inbox rules.
- Transfer important OneDrive files.
- Remove access to shared folders, Teams, third-party services and remote access tools.
- Recover company computers, phones, keys and other assets.
- Change shared passwords if the departing person knew them.
- Set mailbox delegation or an appropriate automatic reply if required.
Do not delete data too quickly
Mailboxes and user files may contain business information that still needs to be retained. The correct process depends on the organisation’s retention requirements and how Microsoft 365 is configured.
Make onboarding and offboarding part of normal IT management
When employee changes are handled through a standard checklist, fewer accounts are forgotten and new staff become productive faster. It also makes later audits much easier because the business knows who should have access to what.
Shortcut Computers can assist with Microsoft 365 administration, computer deployment and ongoing managed IT support.
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