Category Archives: Business Processes

Is Your IT Guy Holding You Hostage?

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Last Tuesday I met with my newest client, David. He asked for my help in finding an app that he could use to track time for himself and his team while on the road. They needed to make sure it would integrate with QuickBooks, so that invoicing and tracking receivables would be easier.

As we peeled back the layers of his project I discovered a small, but important glitch. David had an IT guy (Pete) who was hosting not only QuickBooks, but all of the company files on his own server. Unfortunately, Pete wasn’t doing a good job and he had control of all the data.

If we told Pete that we weren’t going to renew his contract would he pull the plug and leave David vulnerable? Or, would he be a good guy and help with the transition? There was no way to know.

David was “being held hostage” by his IT guy.

Fortunately, the story ended well; Pete helped with the transition to the new hosting company and all is now fine. But it could have easily gone the other way.

Here’s how you can protect yourself from a similar situation:

1. Know your passwords.

All of them. From your web hosting account, to the company where you register your domains, to QuickBooks, to your file server, you must know them. Ask your IT person to update you every time a password changes. And don’t be shy; they belong to you.

2. Understand your backup system.

You don’t need to know exactly how it happens, but you do need to know the steps that are involved. What software is used? How do you access the files if needed? How does the process work and how often does it happen? It’s also a good idea to ask your IT guy to test your backup system periodically, to make sure it can be restored in case of an emergency.

3. Own what’s important.

Licenses to software, web hosting accounts, your domain name, etc. It’s fine for somebody else to register them for you, but make sure they do it in your name. Put the information about your accounts in a safe place and know where they are. I guarantee that one day you’ll need them!

IT guys make the small business world go round and everyone needs a good one. Love yours, depend on him, and work with him on the three tips above. If he’s good he’ll know that you’re being a smart business owner and help you take all the steps to protect your business.

“You’re Hired!” Now What?

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Nearly every day I speak with small business owners who want to work less but earn more money. For most of them, that involves hiring people to help (the first hire is usually an assistant).

This is a good plan. And yet for many of them, it quickly becomes difficult: They don’t know how to manage the new hire’s time; they feel like they’re wasting their money; they don’t seem to get any traction.

Yuck. That’s the exact opposite of why they made the hire in the first place.

Soon after, one of two things happens. Either the business owner backs off and lives with a less than satisfying situation, or they let the new person go and return to doing everything themselves.

I have a better way. But, it requires putting a few steps in place at the beginning:

1. Think of it as an investment.

When you bring in someone new, you need to train them on the basics of the operations of your organization – even if you’re an organization of one. You’ll need to explain in detail where the files are kept; how you expect them to track their time; how often you want them to check their emails; how various deadlines are prioritized.

2. Provide a lot of feedback.

In the beginning, it’s usually easier to just fix the work of your assistant instead of telling them what needs to be changed. That’s good in the short run, but if you don’t offer lots of feedback (and let them fix things themselves), your new hire will never get any better.

3. Document your processes.

Ask your assistant to write down the process for all repetitive tasks – no matter how simple they are. This way, if she wins the lottery someday and moves to the south of France, you’ll have the important information you need ready and waiting for your next assistant.

4. Use a project management tool.

There are many out there – Trello, Asana, Basecamp, and the one I’m currently using to run my business – TeamWork*. These tools do a lot, but in short, they provide a simple way to assign tasks with deadlines to your assistant plus provide files and information necessary for each task or project. It’s also a great way to create an agenda for my next point…

5. Set up weekly meetings.

At a minimum, you and your assistant should be meeting once a week. These meetings help keep the information flowing and prompt you to think about additional action items that can be shared with your assistant.

That’s it! Just remember that while this probably won’t feel comfortable at first – in fact, in the beginning you’ll have more things to do, not less – pretty soon you’ll be amazed at what the two of you can accomplish together!

* This is my affiliate link.