Workforce turnover in any form is a pain. There are some specific issues related to IT turnover that need to be addressed when the time comes. This guideline is focused on permanent, temporary, vendor and non-binding contract situations.

Before Notice is Given:

1) Define what assets are in play. Make sure all persons involved are notified of the impending change. Note issues that need to be addressed in the turnover process. Realistic time to deal with any issues is about 8 hours before notifying HR.

2) Notify HR and deal with any paperwork they have. Have everything you need (including last payment) for the termination session. If a contract worker or vendor is leaving, be sure to pay their last invoice promptly.

3) Notify IT. Make sure all access to systems are changed according to company policy. If person leaving has access to any system administration logins, ALL passwords will need to be reset system-wide (not just the Admin).

Note: Changing of all passwords applies to inter-company transfers as well. If the person is no longer in a sysadmin or position of needing "root" access to the systems, ALL passwords will need to be changed.

4) Go to work area and box persons personal affects. Ask co-workers if there is anything in the common areas that needs to be removed as well.

As Soon as Notice is Given:

1) Have someone in the termination room to act as escort. It may be best to have security or someone from another department to be the escort. The less chit-chat the better.

For security reasons it is not advised to give any notice (by either person or company) of termination intent. It may sound rude, but it is a MAJOR security issue to have a "short timer" with access to IT assets.

2) Collect any keys, or company material in person's possession. Be sure to account for any additional material that cannot be readily collected.

3) Once notice is given and paperwork is signed, give person personal affects and escort them out of the building. No stops along the way.


After Notice is Given:

1) Send email to all employees notifying them of the personal change. Scuttlebutt can do a lot of damage. Be professional and give people closure. List person involved, person temporarily taking over duties, and where to forward questions.

2) Notify vendors and clients of changeover. Let them know the new contacts they will be using. It is unnerving trying to contact a vendor to be told my account is being serviced elsewhere or by someone else.

3) Be sure to send amended contracts to parties that need them, even if on a temporary basis.


Bringing in New Talent:

1) Debrief the new person as best you can (without violating any ethics) what happened to the previous person.

2) Introduce new person to co-workers, vendors and clients.

3) Make sure work area has ben properly prepared for new occupancy.

4) Amend any contracts that may be in place. This is also a good tool to get new person familiar with commitments that need to be kept while occupying the position.


This entry is a work in process. Check back often as I will be adding as more information comes to light. There are no specific IT termination processes readily available, so lots of changes will be made.