A lot of processes in an organization are detrimental to risk prevention, especially where essential information is concerned. Onboarding and offboarding employees are two processes that can play a pivotal role in preventing risks from breaching your system; however, they are not often given due importance.
To ensure that your organization follows the best practices included in onboarding and offboarding employees, you can go through this guide and create a customized checklist that caters to your requirements and security practices.
What Is Onboarding?
Transforming a new hire into a well-informed employee of your organization is termed onboarding. There is no definitive timeline for an onboarding process, but it begins with the hiring process of a new employee and continues through the time they're fully settled and involved in their role.
A proper onboarding process will cover the necessary steps to ensure the organization is not exposing itself to new risks with every job offer.
Importance of Effectively Onboarding Employees
An onboarding process in collaboration with the right program can lead to several benefits, like;
It minimizes the risks of data breaches due to negligent employees since they're debriefed at the beginning on security practices to follow.
Employee retention is better when using an effective onboarding process, as research shows that negative interactions in the workplace can lead to more new employees resigning from their roles.
A well-planned onboarding program can introduce employees to the organization's working culture and create a more engaged rapport for them.
More significant ROI or return on investment is another benefit that was found under an effective onboarding process as employees who have a formal briefing achieve better results.
What Is Offboarding?
Offboarding oversees the employee experience after the conclusion of their employment with the company. Offboarding encompasses all of the actions required to properly part ways with an employee after their resignation or termination.
When done correctly, a straightforward offboarding procedure promotes a smooth transition for both the firm and the departing employee. It also plays a critical role in risk management, as employees can have access to a lot of information during their tenure.
Importance of Effectively Offboarding Employees
Without a defined procedure in place, it's possible for key actions to slip through the gaps, exposing the organization to potential security issues or legal liabilities and perhaps hurting the relationship with the departing employee. Here are a few reasons why offboarding is as vital as onboarding when it comes to security and risk prevention.
An effective offboarding process helps prevent legal dispositions on several grounds like wrongful termination, compensation, or contract disputes.
It reduces security risks like reclaiming company assets and revoking employee access to company accounts.
A secure process eases the pressure or obstacles that come with effective team transitioning.
Steps To Follow When Creating A Secure Onboarding Program
The onboarding process is all about providing an excellent experience for new employees and bringing them up to speed. It is, however, as crucial to slow down and ensure that you are doing so securely. Follow these crucial steps to get your new hire up and running while simultaneously providing security compliance.
1. Collect Essential Information
The onboarding process begins before your employee even sets foot in the building, and now with the post-pandemic work culture, everything has shifted chiefly to remote mode. Collect their personal information and begin arranging everything for their employment at least a week before their start date. Both HR and IT departments need to co-ordinate to ensure that;
Employee's information, including name and department, is confirmed
Once they join, they have the required tools at their disposal
2. Preparation And Shipping Of Hardware
Once documentation is clear, prepare to provide them with the devices they'll be using on a daily basis. In your onboarding standard operating process, establish a list of supplies that each function requires.
3. Installing Accounts And Protection Software
Once your new hire's devices are operational, it's time to install the required software and assist them in activating their accounts. Whether you're onboarding a new employee or prepping a current employee for a position transition, it's mandatory to create a list of the systems and permissions they'll gain or lose access to.
4. Conduct Security Training
One area you shouldn't leave out of the onboarding process is security training, no matter how standard it is. A good security training session will guide them on how to contact IT support, what good password hygiene is like, and an overview of security protocols followed by the organization.
Steps To Follow When Creating A Secure Offboarding Program
While the offboarding procedure you choose will depend on the size of your organization, the employee's position within the company, and the cause of their leaving, here are some steps you can take to create a secure offboarding program.
1. Resignation Process
The offboarding process begins with the resignation phase, where HR plays an integral role. For your records, have the employee sign a formal letter of resignation. Then schedule an exit interview to gather feedback from the employee on their role and their reasons for leaving.
2. Prepare The Paperwork
Conduct a last check of the employee's contract to ensure that everything is in order. You should go over any non-disclosure agreements with the employee before they depart to clear up any confusion.
3. Plan The Delegation Of Work
You must prepare a handoff strategy to guarantee a smooth transition and no interruption in production or services. Determine what needs to be done by discussing it with the employee and/or their manager. You will be responsible for figuring out who will be responsible for covering the old employee's role and responsibilities.
4. Create A Checklist
Create your own customized checklist with all the elements to cross-reference the offboarding process. This list can include points like returning company equipment, clearing out personal lockers, organizing assigned files before leaving, etc., to make sure all risk areas are covered.
4 Tips On How To Remain Compliant During The Onboarding And Offboarding Process
Research on threats shows that internal parties are the cause of most data breaches, both intentionally and unintentionally. To avoid falling into the latter category and being prey to an attack, your organization can ensure its employees follow security protocols and best practices to their maximum capability. This also creates additional security while making your organization fit for compliance.
Create Documentation For Everything
Create standard operating procedures (SOPs), checklists, and other materials that explain your onboarding and offboarding processes. This will keep departments on the same page and assist you in demonstrating that your procedures adhere to industry standards.
Automate The Process When Possible
Sometimes, it can be challenging to factor in lots of information. Automation may make operations more reliable while also saving the firm money. Setting up automated employee data backups, for example, will save you time and worry before the offboarding process begins.
Evaluate The Effectiveness Of Training Protocols
It is critical to review your training resources and SOPs frequently. New risks and organizational failures highlight areas that require attention, but the company must try to repair what is broken.
Sync All Information
While no such program can handle your organization's procedures, numerous digital solutions can sync and connect all information. This simplifies operations and provides for clear communication across departments during onboarding and offboarding.
Onboarding and offboarding are both critical processes for any organization and play a vital role in risk prevention. As shown in this article, you must include some steps in the processes to ensure a smooth transition and less exposure to risks.
Scrut Automation is a smart and radically simple Governance, Risk, and Compliance automation platform for growing startups and mid-market enterprises. With Scrut, Compliance teams can reduce ~70% of their manual effort in continuously maintaining compliance towards SOC 2, ISO 27001, GDPR, PCI DSS, and privacy laws like HIPAA, GDPR, and CCPA. Schedule your demo today to see how it works.