What to Do When Your IT Person Quits

Losing a key IT person can be a daunting affair for any company, especially since tech has the highest turnover rate of any industry at 13.2%. Information technology is the backbone of most modern businesses, and the departure of a skilled IT professional can disrupt operations, leaving critical projects in limbo and exposing security risks. IT personnel can keep your IT network updated and secure by knowing it from the inside out.

However, it’s important to remember that losing your IT person is not the end of the world. With a well-thought-out plan and the right approach, a company can easily navigate a smooth transition and even come out stronger on the other side. Here are some key steps your business should take when your IT person quits, ensuring minimal disruption to daily operations and preserving essential data and systems.

Read: 9 Mistakes Company Owners Make with Their Internal IT

Step 1: Communicate

The first thing you should do is communicate with your departing IT professional. Have an open and honest conversation with them about why they’re leaving and when their last day will be. With an end date in mind, you can start preparing for a smooth transition of knowledge. You can also address any concerns the IT person raises regarding your company.

Step 2: Document Everything

Your IT professional will hold a wealth of knowledge about your company’s systems, processes and IT infrastructure. Document everything you can, including:

• Network configurations
• Server setups
• Processes and procedures
• Login credentials
• Vendor contracts
• Inventory of software and hardware, including licenses and warranties
• Backup and recovery setups
• Upgrade schedule
• Licensing and encryption keys

Also have a list of current and previous IT issues and how they were resolved, as well as any in-progress projects.

Make sure the documentation is clear and organized, so your business can access everything it needs to run smoothly. This documentation also helps your replacement understand what to do; otherwise, they will have to start from scratch and rediscover everything, which wastes precious time and energy.

From here, you can also assess your current IT environment to see if any areas need immediate attention or upgrades and ensure your company is meeting cybersecurity compliance requirements or has a robust disaster recovery plan in place.

Step 3: Check Your Data Backup

Ensure your critical data and systems are properly backed up and secured. Know how and where everything is backed up, whether a remote server or the cloud, and how to restore data when needed so your new IT person can continue the data backup process.

After your IT person leaves, disable and revoke any access they had to your IT network, files, accounts and systems. This includes changing passwords and disabling email and phone forwards to their accounts. Even if you had a good relationship with your IT personnel, this mitigates potential security risks.

Step 4: Determine Your Replacement

This is the most vital step in your entire replacement process: deciding who you will hire next. You can either continue with another internal IT professional or consider outsourcing your IT services to a managed service provider (MSP) like Thriveon. Evaluate your company’s needs and budget to determine the best option.

For example, an in-house replacement can provide long-term stability but cost a lot. Plus, trying to validate their experience, knowledge and skills can be tricky. An MSP, on the other hand, can provide more flexible, cost-effective solutions, and you are gaining a team of experienced IT professionals at a fraction of the cost.

Read: 6 Signs It’s Time for an IT Change

Step 5: Transfer Knowledge

No matter which option you go with, the next step is to ensure a smooth transfer of knowledge. Hold training sessions and Q and As and release your detailed documentation so your new IT person or MSP can start adapting to your existing IT infrastructure. Be open to new changes, as they might point out a better way to do things. Remember, you want to improve your IT systems and be ready for the future, not stay the same and never adapt.

Step 6: Monitor

After the transition period is over and your new IT person or MSP is in place, it’s time to monitor your IT systems. Offer ongoing support and resources and have open communication for streamlined processes and future transitions. Ensure your IT systems remain secure, efficient and adaptable.

Thriveon Offers Outsourced IT Needs

For over 20 years, Thriveon has been an MSP for companies seeking to improve their IT infrastructure and resolve repeat IT issues. Our services cover various topics, including managed IT, cybersecurity compliance, IT project management and implementing Microsoft Teams. Clients who work with us see a 90% reduction in IT support issues and over 250 hours saved annually per employee.

Schedule a meeting with us today to discover how Thriveon can improve your IT.