What to review when removing an employee from Microsoft 365 or Google Workspace

What should IT do when an employee leaves the company?

Employee offboarding must coordinate identity, sessions, email, files, groups, applications, devices and business owners. Blocking the account is a priority, but it does not address retention or transfer of information. The order depends on risk, retention obligations and continuity needs.

Risks to review

• Delete the account before transferring mail, files or property.
• Leave sessions, connected applications or devices with access.
• Maintain indefinite forwardings without a person responsible or a closing date.
• Forget groups, shared mailboxes, calendars or automations.

Safe recommendations

1. Use an approved request with date, person responsible and level of urgency.
2. Block access and revoke sessions according to the agreed time.
3. Transfer information to identified responsible parties before deleting licenses or accounts.
4. Review groups, delegations, applications, devices, and recovery methods.
5. Define the treatment of mail and contacts during the transition.
6. Maintain evidence of actions and close temporary exceptions.

When to seek specialized help

• The person was an administrator or owner of critical information.
• The location of their files or automations is unknown.
• The departure is urgent, contentious or requires legal preservation.