New Starter - IT Checklist
18th September 2024
So you have a new employee arriving - other than a new email address, what else do you need to consider? Quite a lot it seems, if you want to ensure a smooth onboarding experience and maintain security, productivity, and compliance from day 1. The following list has left no stone unturned:
1. Account Creation and Access Management
User Accounts: Create user accounts in necessary systems, such as email, Active Directory (AD), file servers, CRM, or other business-critical software.
Access Rights: Grant appropriate access based on the employee's role (principle of least privilege). This includes network drives, cloud services, and applications.
Single Sign-On (SSO): Set up SSO if the organization uses it to simplify authentication across multiple services.
Multi-Factor Authentication (MFA): Enable MFA for additional security, particularly for sensitive data or systems.
2. Hardware Provisioning
Devices: Provide the new hire with necessary hardware such as laptops, desktops, phones, tablets, etc.
Configuration: Ensure the hardware is pre-configured with the required software, security settings, and organization policies.
Asset Management: Record all provided equipment in an asset management system for tracking and support.
3. Software Installation and Licensing
Software Deployment: Install or provide access to required software and tools (e.g., office productivity suites, collaboration tools like Slack or Teams, project management tools).
Licensing: Ensure proper software licensing is in place for any applications the new employee needs to use.
Mobile Device Management (MDM): Set up MDM if the employee will be using mobile devices for work, ensuring security and compliance.
4. Email and Communication Tools Setup
Email Account: Set up a company email address with appropriate aliases, forwarding rules, and folder structures as necessary.
Email Signatures: Provide a company-compliant email signature template for consistency.
Messaging Platforms: Add the employee to internal communication tools like Slack, Microsoft Teams, or Zoom.
Group Memberships: Add them to appropriate distribution lists, internal groups, and channels based on department or project requirements.
5. Security Measures
Password Policies: Ensure that strong password policies are in place and communicated to the employee.
VPN Access: If remote work is supported, configure and provide access to the company's VPN (Virtual Private Network).
Antivirus and Endpoint Security: Ensure that the new employee's devices are protected by endpoint security software (antivirus, firewalls, etc.).
Data Loss Prevention (DLP): Implement DLP measures to ensure sensitive data is not transferred outside the organization’s environment.
Encryption: Ensure all company devices and communication channels are encrypted.
6. Access to Shared Drives and Resources
File Sharing: Grant access to shared drives, OneDrive, Google Drive, or other file-sharing services.
Project Management Systems: Provide access to project management tools (e.g., Jira, Trello, Monday.com).
Collaboration Tools: Set up necessary collaboration tools, document repositories, and intranet access.
7. Training and Orientation
IT Policies and Guidelines: Ensure the employee understands IT policies regarding acceptable use, security, remote work, and data handling.
Training on Tools: Provide training on the company's IT systems, applications, and any proprietary software.
Security Awareness Training: Conduct security awareness training on topics like phishing, social engineering, and password management.
8. Compliance and Legal Considerations
Regulatory Compliance: Ensure compliance with industry regulations such as GDPR, HIPAA, or PCI-DSS in the employee’s access and data handling.
Confidentiality Agreements: Ensure the employee signs any necessary confidentiality agreements regarding data protection and usage.
Data Privacy: Make sure that the new employee understands data privacy laws and internal policies.
9. Collaboration Tools and Remote Work Support
Remote Work Setup: If the employee works remotely, ensure they have secure access to necessary tools and communication platforms.
Video Conferencing: Set up access to tools like Zoom, Microsoft Teams, or Google Meet for virtual meetings.
10. Support and Helpdesk Integration
Helpdesk Tickets: Ensure the employee knows how to submit IT support requests via the helpdesk system.
Onboarding Support: Provide immediate IT support during onboarding to assist with any technical issues, including account access or software installation problems.
11. Backup and Recovery
Data Backup: Ensure the employee's work is regularly backed up, especially if they are dealing with sensitive data.
Recovery Solutions: Implement data recovery measures in case of hardware failure or accidental data loss.
12. Exit Procedures Consideration
Documentation: Keep track of the onboarding process for future offboarding, ensuring that access can be easily revoked when an employee leaves.
Asset Return Policy: Ensure there’s a clear process for employees returning company assets.
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