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.
