How to Keep Your Company Safe and Secure When Employees Leave
Whether it’s a matter of pursuing better (or other) opportunities or via termination, one thing that is likely to never change in the business world is that of employee turnover. Yes, while business owners always want to retain top performing employees long-term so they can grow within the company, turnover happens. And then, of course, there’s the case where poor employees are terminated. In some cases, layoffs even need to happen.
Whatever the reason behind an employee leaving your business, there’s policy that follows. In some companies, that employee goes on an exit interview. In other cases, there may be paperwork to sign for severance or buyout money. Regardless of your company’s exit policy, there are some things that should remain constant, whether you’re a Fortune 500 company or a small family-owned store. Here’s a closer look at this exit checklist that companies should abide by:
Company Security Checklist for Exiting Employees
Exit Interview: Whether an employee is leaving on good terms or bad terms, an exit interview should always be held. Most interviews have a representative from human resources in it as well as that specific employee’s immediate supervisor. HR usually handles the paperwork aspect of things, while the immediate supervisor makes sure that any sort of transition goes more smoothly. If not handled correctly, employee turnover can not just result in a messy situation from a paperwork standpoint, but also from a business productivity standpoint. That’s why it’s important to try to ensure a smooth transition from the departing worker to the employee that will take his/her place.
Retrieve Equipment: Most white collar employees these days aren’t just given a company laptop that they can use to work from home and on the road, but company phones, tablets and other gadgets that help them to do their job more efficiently. Make sure that IT meets with the employee and collects all of these items. Failure to do so may not just end in missing equipment, but potential data breaches.
Deactivate Credit Card/E-mail: If the employee exiting had a company credit card, make sure you call the provider and cancel his/her account. On the same note, make sure that the employee’s e-mail is deactivated (or forwarded to his/her replacement or superior), and that passwords are changed on any accounts that the employee had access to.
Collect Key/Key Card: Regardless of an employee’s role within the company, it’s likely that they were given either a key card or key to gain access to the building or different floors on a particular building. If this is the case, you’ve got to be absolutely sure to retrieve this, especially if the employee is leaving on bad terms. Additionally, if you’re still using a keyed locking system on your business, consider switching to a keyless, or card access, system. That’s because you have no idea how many spare copies of the key are out there (or how many an exiting employee has made).
One of the worst things that can happen to your business is for its confidential data to the confiscated. If you have a card access security system already in your office, you may not even have to collect the soon-to-be ex-employee’s card. With some systems, you can just deactivate that specific user’s access. Make sure you have a security system in place that works for your business and make sure you don’t overlook this all-important step of eliminating an ex-worker’s access from your facility.
Have a “Worst Case Scenario” Plan in Place: If you have to fire or unexpectedly layoff an employee, things might get dicey. And when an employee responds negatively to his/her termination, things can become challenging. On that note, have a worst case scenario plan in place and give your IT and security personnel a heads up when such a situation has the potential to occur so that they can immediately take action should the worker become hostile. While this is never a fun thing to think about when it comes to employees leaving your company, not being prepared for a potential hostile situation is even less fun.
Security is important for your business, but not just in terms of keeping out potential thieves and computer hackers – security is also important when it comes to handling ex-employees as well. And don’t think that just because an employee is leaving on good terms that you can be more relaxed upon his/her exit. Many employees leave a company for a position at a similar company, so provided that worker still has access to databases and the actual office, who knows what lengths a person would go in order to impress their new bosses and help their new company succeed. It’s a dog-eat-dog world that we live in, after all.
Office security starts at the front door, and that’s where a good lock system and access management system can be so crucial. Instead of worrying about collecting key cards or how many spare keys have been made, just logging onto the computer and deactivating a user can mean that the particular individual will no longer be able to enter the premises. It’s a system that’s definitely worth considering, especially if you operate a large company with many employees. For more information on card access systems and access management, contact the professional locksmiths at Great Valley Lockshop today by calling 610-644-5334 or request a quote here!