The Importance of Informing Your IT Managed Service Provider When Staff Leave

Elena Henderson 17-Aug-2023 08:15:00
business woman carrying her personal stuff in a box.

If you’re running a business, staff turnover is an inevitable reality. Staying on top of these changes is essential to ensure the smooth functioning of your organisation. When employees leave, it’s essential to let your IT provider know for several reasons: to protect your data and network integrity, to allow us to reallocate your resources as needed, and to potentially save you a penny!

As Netitude’s Customer Service Manager, I oversee the new user and leavers process for our client’s staff and understand the significance of having a robust leavers process. 

In this blog, I’ll explore five key reasons why informing your IT Managed Service Provider about staff departures is so important.

1. Protecting your Data

Employees often have access to sensitive data, including customer information, financial records, and intellectual property. If a staff member leaves and your IT team isn’t notified, there is a risk of potential data breaches or unauthorised access to your and your client’s information. If that person is also a key stakeholder in the business, the risks can be even higher as they may have authorisation permissions with your IT partner. By promptly notifying your MSP, they can secure your data and revoke access credentials for the departing employee.

2. Ensuring Continuity

A sudden departure can leave you exposed to the risk of critical systems not running or missing crucial data. Informing your IT team quickly gives you peace of mind that client data or software is backed up and available to access whenever needed.

3. Maintaining Licensing Compliance

Software licenses and subscriptions are often assigned to individual employees. Not informing your MSP of staff departures may lead to non-compliance with licensing agreements, resulting in legal and financial consequences for your organisation. By updating your MSP about personnel changes, they can manage licenses efficiently and adhere to their compliance policies.

4. Improving IT Asset Management

Efficient management of IT assets, such as hardware and software, is crucial for optimising their lifecycle and reducing unnecessary costs. When an employee leaves, it’s essential to account for any equipment or software assigned to them. Informing your IT partner allows them to track and update your asset inventory accurately, meaning their devices and licenses can be reassigned to new employees or employees needing an upgrade.

5. IT Budget Management

Knowing a company’s staff turnover gives us a more accurate understanding of your IT environment, which helps us effectively plan your budget for the year. If your MSP is not aware of the changes in staff and their IT requirements, it can have a negative effect on your budget planning for the year. When we know about their departure, we can remove or reduce workstation support costs and potentially remove licenses assigned to the user to minimise unnecessary overheads.

What is the main takeaway from this blog post? By promptly notifying your MSP, you ensure your data’s security, continuity between your IT and your business, comply with licensing agreements, plan your IT budget effectively, and enhance IT asset management.

These proactive measures not only mitigate potential risks but also contribute to your IT infrastructure’s overall efficiency and success. Collaboration between your business and your IT Managed Service Provider is the key to staying ahead and thriving in the digital age.

At Netitude, our robust leaver's process ensures your business stays secure, and you're not paying for licenses you don't need. If you'd like to understand how Netitude can serve your business beyond this, check out our IT support packages!