IT Onboarding and Offboarding Checklist

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Hello there and welcome to another instalment of ‘the IT expert tells all’! Now, here’s the first insight of the day – IT onboarding and offboarding doesn’t have to be stressful or problematic. In fact, done correctly, the process can be made simple and straightforward, and more importantly, it can greatly enhance your chances of having a successful business. But how I hear you ask? Well, that’s where I come in. With the benefit of more than two decades of experience as an IT specialist, I’m going to tell you everything you need to know and walk you through my stress-free IT onboarding and offboarding checklist – a journey you can trust!

The IT Manager’s Challenge- IT Onboarding and Offboarding From Hell

Consider this scenario: You’re an IT manager with countless projects, responsibilities, and urgent tasks crowding your to-do list. Adding the daunting task of onboarding and offboarding employees is akin to spotting a storm on the horizon. You’re anticipating the waves of confusion and the whirlwind of equipment logistics. If there are any small missteps or someone drops a ball and then you’ll have a very stressed out new employee, a vexed manager and possibly even an angry boss. You’ll likely face a lot of questions like this…

Why was the laptop not delivered on time?

Why was the software not set up before?

Why did no one set up an email address?

Why was the access to company resources not granted?

And so on…

This is not the best start for an employee and definitely not a good look for an IT manager. Thankfully, there is a better way, and it involves working with the experts in IT support services. Let me explain.

1. Stress-free IT Onboarding: A Calm Voyage

The journey begins when HR completes the paperwork for a new employee. The good news? They won’t start immediately, which gives you some time to prepare. The even better news? With our support, your only task is to send one email.

This email will contain the new person’s name, surname, contact phone number, the address for laptop delivery, the type of machine, resources they should have access to, and their start date.

Our seasoned team have a lot of onboarding experience as we do this for thousands of customers, operating from shipping locations in London, Poland, and the US. We will contact the new employee, agree on a delivery date, and take a machine from our stock. When the equipment arrives at its destination, our friendly engineers will call the new starter, walking them through every detail of accessing company resources. We ensure everything works as expected and provide the employee with our contact details for any future questions or concerns. Onboarding should be a smooth transition from a stranger to a fully operational happy employee. This is just one of the many benefits of what we call IT Managed Services. You can find out more here: Managed IT vs Traditional IT.

2. Smooth Repairs as a part of your Onboarding: Navigating Troubled Waters

Sometimes, storms are inevitable. If an existing employee has an issue with their machine, we’re prepared to weather it with you. Our team will promptly send out a replacement computer whenever one is needed. The employee simply needs to pack the old laptop into the box that the replacement machine arrived in, and we’ll arrange for pick up. Simple, efficient, and stress-free. To minimise the downtime, we can even set up users to work from their personal computers with access to some of the company resources, removing this afterwards once the new machine has arrived and is set up. This seamless transition from machine to machine, without so much as losing a single step, is vital for successful employee engagement. There is nothing more frustrating than having a lot of work to do and no way to do it, so we work on the principle than an empowered employee is a productive employee. And we’ve got the power to make your life easier!

3. Offboarding: A Safe Return to Port

Offboarding is a natural part of the journey. Our team will receive an email with the date of the employee’s departure and instructions for the equipment. If the equipment is to be returned, we will arrange a courier to collect the laptop. We can wipe the machine before it ships to ensure your data remains secure. Our team will revoke access rights for the user at the specified time. Emails will be forwarded to the correct person or department. A backup of the data can be prepared to ensure no data is lost in the transition. 

4. Treatment at our Facility: A Fresh Start

Upon arrival at our offices, each machine is thoroughly cleaned and disinfected. All software is restored to manufacturer defaults and set up according to your company’s specifications. If the machine is faulty, we’ll provide costings, and with your approval, our team will repair the device. Once ready, it’s placed on the shelf, awaiting its next voyage with a new user.

5. Responsible Disposal and Safe Data Removal: Sailing into the Sunset

If a machine is beyond repair or too old, we ensure its responsible recycling. We provide a document confirming the chain of custody for your records. If needed, we can also securely wipe data from hard drives, complete with a certificate to prove it.

6. Asset Tiger is an easy way to keep an eye on what you have

Our team will help you with Asset Tiger, giving you a chance to have full control of equipment, you will be able quickly check what equipment we have for you and each of your employees.

7. Helping others: We will enable you to make a difference.

Sometimes an old laptop we received back from one of your team might not be up to date enough for your new team, but if is in good condition we can talk to one of the many charities we work with and donate it on your behalf. Instead of it going to a landfill, your machine will get 2nd life and help many good causes.

Conclusion

Onboarding and offboarding needn’t be daunting tasks. They can be stress-free, smooth journeys that let you focus on steering your company towards success. At our facilities, we’re committed to making these transitions as efficient and secure as possible, so you can navigate your IT world with confidence. Sail with us towards a stress-free horizon. If this is something your team would benefit from send me a message via the contact details below and I will be happy to guide you through the process.

I hope you’ve enjoyed my latest blog and found it useful. I’ve spent a quarter of a century working in IT, building up the knowledge and expertise to help YOU with your tech problems and make your digital life easier. As well as sharing what I have learned for free through this weekly blog, I have also assembled a friendly team of experts who specialise in IT support for businesses.

If you need a helping hand, simply send us a message at [email protected] or call us on 0800 389 6798. Our IT support services for businesses include everything from cyber security, cloud computer, and IT compliance to IT infrastructure support, cyber essentials, and more. We love working with our IT support clients and using our IT knowledge and experience to make their lives easier. We take care of the tech stuff so you can focus on what you do best. You can contact us by clicking here.