At Cloud Sultans, our mission is to help small and large businesses to better collaborate and achieve high productivity with their teams by maximizing the power of Google Workspace (formerly GSuite).
In today’s digital era, offboarding old employees from Google Workspace is a critical process for maintaining data security and workflow efficiency. Efficient offboarding is not only a security imperative but also a reflection of our commitment to professionalism and data protection.
Here’s a comprehensive guide on how to navigate this process effectively, ensuring a smooth transition while safeguarding your organisation’s sensitive information proven by your experts from Cloud Sultans.
1. Suspend Access to Google Workspace Services
When an employee leaves your organization, the first step in Google Workspace offboarding is to suspend their access to various services. This includes Gmail, Google Drive, Google Calendar, and more. Access can be disabled through the Admin Console by suspending the user’s account. This ensures that they can no longer use these services and helps prevent any unauthorised access.
To suspend your old employee’s access, all you need to do is to sign in to your google.admin console and go to Menu > Directory > Users. In the User list, find the user and hover to “More Options” and click on “Suspend User”.
2. Backup User Data
You can also use two of the data export tools like Google Take-out and Google Vault.
3. Transfer Ownership of Files and Folders
Old employees often have ownership of important files and folders within Google Drive. To ensure ongoing access for the team, transfer ownership of these assets to relevant team members or managers. This prevents data loss and ensures that essential resources remain accessible.
The process of transferring ownership is facilitated through the Google Admin Console by navigating to the Google Admin Console and accessing the “Apps” section. From there, choose “Google Workspace” and proceed to the “Drive and Docs” section. Once on the Drive and Docs page, locate and select the “Transfer Ownership” option.
Direct access google admin here.
4. Revoke Access to Third-Party Apps
Many organisations use third-party applications integrated with Google Workspace. Don’t forget to revoke access to these apps as part of the offboarding process. This enhances security and ensures that former employees cannot access sensitive company data through connected third-party applications.
5. Forward Emails and Set Up Auto-Responses
Maintain communication continuity by setting up email forwarding for the departing employee’s email address. This automatically forwards incoming emails to their replacement or designated colleague, preventing important communications from getting lost. Additionally, configure auto-responses to inform contacts about the employee’s departure and provide alternative contact information.
6. Deactivate the Google Workspace Account
Once all necessary data backups and transfers are complete, proceed to deactivate the old employee’s Google Workspace account. Desactivation disables their access to all Google Workspace services and helps regain control over the account. Keep in mind that Google Workspace allows for the recovery of deleted accounts within a limited timeframe, providing an extra layer of security and flexibility.
To deactivate your old employee’s access, all you need to do is to sign in to your google.admin console and go to Menu > Directory > Users. In the User list, find the user and hover to “More Options” and click on “Suspend User”.
7. Review Security Settings
As part of the offboarding process, review and update your organisation’s security settings within Google Workspace. Ensure that passwords, access controls, and two-factor authentication settings are current and aligned with your security policies. This proactive approach minimises the risk of unauthorised access or security breaches following the employee’s departure.
8. Monitor Account Activity
Even after offboarding, continue to monitor the old employee’s account for a transitional period. Regularly check for any lingering access issues or unusual account activity. Google Workspace provides detailed audit logs, allowing you to stay vigilant and promptly address any anomalies.
In conclusion, effective offboarding of old employees’ Google Workspace accounts is crucial for maintaining data security, regulatory compliance, and operational continuity. By following these eight key steps, your organisation can navigate the process efficiently and with attention to detail. At Cloud Sultans, we understand the importance of Google Workspace in modern workplaces, and we’re dedicated to helping businesses harness its full potential.
If you feel that your organisation hasn’t been utilising Google Workspace to its fullest potential, reach out to us at Cloud Sultans (contact@cloudsultans.com). We offer free consultations and system audits to help you find the best possible solution for your business.
