Identify the business requirements
Clarify whether the person is joining, changing roles, or leaving. Identify the email, shared files, groups, applications, and devices involved.
Review permissions deliberately
Access should match the person’s approved responsibilities. Shared mailboxes and shared information require clear ownership and an authorized approach.
Preserve information appropriately
Discuss retention, licensing, data ownership, and organizational policy before changing an account or deleting information. Requirements differ by environment.
Coordinate the timing
Account changes can affect applications, sign-in, email delivery, and collaboration. Coordinate the approved timing and responsibilities with the people managing those services.
Keep a record
Document authorized changes and unresolved needs. Use a secure channel for administrative credentials and sensitive access information.