When an employee leaves your business, managing their email access properly is crucial to protect your company's information and maintain smooth operations. This means promptly disabling or redirecting their email account to prevent unauthorised access, preserve important communications, and ensure your team can continue working without disruption.
Why managing email access matters for Australian SMBs
Failing to control email access after staff departures can expose your business to several risks. Former employees might unintentionally or deliberately access sensitive data, increasing the chance of data breaches or cyberattacks. Additionally, if emails aren't redirected or archived properly, you could lose important client communications or miss deadlines, impacting customer trust and productivity. For businesses handling personal or sensitive information, compliance with privacy standards also depends on secure email management.
A practical example
Consider a 50-person Melbourne-based marketing agency where a project manager resigns. Without a clear process, their Microsoft 365 email account remains active for days, allowing access to client contracts and ongoing campaign details. Meanwhile, the team struggles to find key emails needed for a client pitch. A managed IT provider steps in to immediately disable the account, set up email forwarding to the team leader, and archive the mailbox for future reference. This swift action prevents data leaks, keeps projects on track, and preserves client confidence.
Checklist: How to manage email access when staff leave
- Ask your IT provider: What is their standard process for disabling or repurposing email accounts when an employee leaves? How quickly can they act?
- Review your Microsoft 365 settings: Check if automatic account disabling or mailbox forwarding is configured as part of your offboarding workflow.
- Backup important emails: Ensure mailboxes are backed up or archived before deletion, so no critical information is lost.
- Change shared passwords: If the departing employee had access to shared accounts or distribution lists, update those credentials immediately.
- Audit access rights: Regularly review who has access to company emails and sensitive folders to spot any unusual permissions.
- Document your offboarding steps: Maintain a checklist that includes IT tasks like email deactivation, data backup, and account transfer to keep the process consistent.
Common pitfalls to avoid
Delaying email deactivation or neglecting to redirect messages can cause operational delays and security gaps. Additionally, deleting mailboxes too soon without backups may result in lost client communications or compliance issues. Avoid relying solely on manual processes; automated tools within Microsoft 365 can help streamline and secure offboarding.
Managing email access effectively when staff leave is a critical part of your IT and security strategy. If you're unsure about your current approach or need help setting up reliable processes, consider consulting a trusted managed IT provider or IT advisor. They can tailor solutions that fit your business size, industry, and compliance needs, helping you reduce risks and maintain continuity.