There is usually someone in every office who knows how everything works. They know which company handles the internet, where the account information is kept and who to call when the printer decides to stop cooperating. Everyone depends on that person, often without realizing just how much.
I have a lot of respect for those employees. They are the people who quietly keep a business running. But I also think it is unfair to expect one person to carry all that information in their head.
What happens when they take a well-deserved vacation, retire or simply are not available when something goes wrong? That is not a question about whether you trust them. It is about making sure the business, and the people working there, are supported.
It happens more often than you might think
An owner needs to make a change to the company website but cannot find the domain login. A new office manager does not know who manages the phone system. An employee leaves and nobody is sure which accounts they could access. These may sound like little things until you are the one trying to solve them in the middle of a busy day.
At RVS Technology Group, we believe good IT support includes helping businesses get organized, not just coming in when something is broken.
Start with the basics
You do not need to create a giant manual. Start with the information you would need if your usual go-to person were unavailable tomorrow.
- A list of important business accounts, who owns them and who has administrator access.
- Contact information for your internet, phone, software and other technology vendors.
- A record of computers, network equipment and who uses them.
- A simple plan for what to do, and whom to call, if a critical system stops working.
That alone can save a lot of frustration.
Please keep passwords secure
Getting organized does not mean putting every password into a spreadsheet that anyone can open. We recommend a business password manager with multi-factor authentication and access limited to the people who need it. Make sure at least two trusted people can reach critical administrative accounts so the company is not locked out when one person is away.
When someone leaves the company, have a routine for collecting devices, transferring needed files and turning off their access promptly. It is good for the business and fair to the employee, too. Nobody should be getting calls about an old job because the company never updated its accounts.
Make this a conversation, not another assignment
If you have that person in your office who knows everything, start by saying thank you. Then ask them to help you put the important details in one secure place. Give them the time and support to do it. They have probably been keeping track of more than anyone realizes.
I think this is especially important as we head toward the holidays. People deserve to take time away from work without worrying that the office cannot function without them.
And owners deserve the peace of mind that comes from knowing the business is not dependent on one person being available at all times.
If you would like help getting your technology accounts and information organized, our team at RVS is here. We can help you figure out what to document, how to protect it and how to make sure the right people have access.
RVS Technology Group | (831) 724-4634 | rvstg.com
Frequently Asked Questions
What IT information should a small business document?
Start with important accounts, administrators, vendors, devices and what to do if key systems go down.
Where should business passwords be stored?
In a secure business password manager with multi-factor authentication and appropriate access controls, not in a shared spreadsheet.
Who should have access to critical accounts?
At least two trusted people should be able to access essential administrator accounts. Other access should be based on job responsibilities.
What should happen when an employee leaves?
Collect company devices, transfer necessary work information, remove account access and update shared credentials as needed.