When a team member decides to moves on from your company, it's not just their desk that needs clearing out. Their digital footprint within your organization—emails, calendar events, and files—also requires careful handling.
Stevie, one of our community members, recently asked an excellent question: “If a person leaves, how do you remove their calendar events, or does disabling/deleting the account take care of it?”
Firstly, a robust off-boarding process is crucial. It's about more than just saying goodbye; it's ensuring continuity and security for your team and clients. For a deeper dive into creating an effective off-boarding process, check out our other resources or consider attending one of our Basics Bootcamps.
Here's what you need to do immediately when a team member departs:
- Suspend the Account: Head over to your admin panel (admin.google.com) and suspend the user. This action prevents any access to the company's resources but be aware that license fees will still apply.
- Data Migration: Before you consider deleting the account, migrate the data. At IT Genius, we have a dedicated archive where we store all the emails, calendar events, and files of past employees. This is done using specialized migration tools, which we offer as a complimentary service to our Concierge members.
- Delegate Access: Once migrated, delegate the archived account to the business owner or other relevant team members. This way, they can access historical data without cluttering their personal inboxes.
But what about calendar events?
Suspending an account won't remove calendar events. They will remain visible to the team. However, once you delete the account after migrating its data, these events will disappear. If the departing member was the owner of any recurring events, those would need to be reassigned to prevent them from vanishing from everyone else's calendars.
A pro tip: Use group calendars for team events rather than personal calendars. This way, if someone leaves, the events continue uninterrupted
In conclusion, a smooth transition when a team member leaves is about more than just removing their physical presence. It's about ensuring their digital presence is managed effectively to maintain operational continuity and security. By following these steps, you can ensure that your team's workflow remains undisrupted and your data remains secure.
If you're interested, we offer a service called “Quick Fix” which covers support for a single technical issue for just $295 + GST!
Our Quick Fix service can be used to migrate up to THREE inactive Gmail accounts.
If you want to stop paying for inactive Gmail accounts and clear up data, purchase our one time Quick Fix service by clicking the link below!
