There are situations when a company may find themselves in a situation where it is in their best interest to let their IT staff go. Firing an employee is never easy and making the decision to terminate an employee can be agonizing. Sometimes it is best to recognize that the employee is better off looking for a new job that is a better fit. Here are some things that we have run across:
- They are a nice person and try very hard but are just in over their head
- They lack the skills, communication, organization or judgment needed
- They are always fighting fires and never get to your projects
- They can’t handle the stress and hates the job
- IT costs more than you can afford
What do you need to know in order to transition without issues? We have put together a basic list of items you need to know. It is always best to get an expert in to help you though the transition. Part of our base package includes transition support for just such an occasion.
Backups
Don’t assume this is happening as you think it is. The only way to know if back ups are happening and they are really working is to regularly get old data from backups. Just because a green light comes on or a report says, “back up succeeded”, does not mean it really worked. It is very common for restores to fail. You must have the procedure documented and review that documentation on some type of regular schedule.
Product Keys
Product keys are alphanumeric codes that have to be entered when you install software. The software installation will not work without these codes. The natural question is of course why do you need the codes if the software is already installed? Unfortunately computers and software seem to stop working on occasion for mysterious reasons. When things get really bad the only real solution is to format the drive and start all over again beginning with the operating system software. This ugly truth applies to PC’s as well as servers that run your mission critical business applications. You need product keys to re-install software. Keep a couple paper copies and update it every month.
Original Software CD’s
So you have the software keys but what happened to the CD’s? Insist on being organized. Make sure they are all in one place and in some type of protective case. Don’t rely on internet downloads. There are times you must have the original CD. Who wants to pay for software again just because you lost the CD?
Passwords
Practically everything computer and Internet-related in your shop has, or should have, a password. If your IT guy quit or was fired at this very moment, could you (or someone you trust) log on to each of the computers on the network and have the ability to make changes to system settings, tweak the firewall and more? Do you know the password to the server, the customer database and other files needed to run your business? That's why it is important for you, as the business owner, to know all the passwords. If a complete list does not exist, complete one. Two people should have the PAPER list. The IT guy and a senior non technical manager. As passwords change or are added, you should know. Set up a procedure for this.
Consulting help?
Even the best IT guy has to call for help from time to time. When tough problems arise, the IT guy may call the IT consultant. The IT guy probably has computer consultants that he calls when various hardware and software issues crop up. Make sure you have copies of the service contracts and warranty statements, as well as the number to call for support for all the hardware and software, along with hours of operation. If the IT guy leaves or is fired, you need to know who to call. You also need to be sure that your company has a good relationship with them. Find out now. Know who the expert is dealing with and be sure that the relationship is solid. You'll want to know that in an emergency, they'll take your calls. These are the vendors that will hopefully bail you out.
Do you understand the basics of your network?
You need to know the basics about your network. How many servers, what is running on each server, what are all your software applications? A basic network diagram pinned to the server wall is essential. You should also have a list of the basic weekly tasks that are performed and simple instructions. Maybe a server has to be re-started weekly or a data base needs to be flushed. Most administrators have access to the system(s) from home. When the boss calls at night it doesn’t make sense to require the IT guy to drive in. However, if the IT guy quits or is fired you need to shut his access off right away.