When the one person who knows your company’s entire IT setup suddenly leaves, it can feel like the floor just dropped out from under you. Passwords, servers, networks, software licenses, backups — everything’s tied up in their knowledge. The good news? You can stabilize quickly and build a more resilient system moving forward.
Here are five steps you can take immediately:
1. Secure Access
Change all admin-level passwords.
Update shared accounts (email, cloud storage, accounting software, CRM).
Remove your former IT person’s access to systems, VPN, and company email.
Pro tip: Use a password manager (1Password, LastPass Business, Bitwarden) so credentials are centrally controlled.
2. Collect Documentation (What Exists)
Ask for any notes, spreadsheets, or manuals your IT person may have left.
Look for system configuration files, invoices, or emails that can give you breadcrumbs.
Even if incomplete, this documentation can save hours down the line.
3. Identify the Gaps
Do you know where your backups live?
Do you know who manages your domain name?
Do you know what cybersecurity tools are running?
Make a quick list of “knowns” and “unknowns.” This will become your roadmap.
4. Bring in Outside Help
Even if you’re planning to rehire, consider an MSP (Managed Service Provider) or IT consultant in the short term. They can:
Audit your environment.
Document processes.
Put emergency protocols in place.
5. Prevent This From Happening Again
Require shared documentation (not personal notes).
Centralize credentials in a secure tool.
Build redundancy — more than one person should know how systems work.
Action Item for Today: Start a shared IT playbook (even a Google Doc works). List your critical systems and who has access. Fill it in piece by piece.
You can’t prevent turnover, but you can prevent panic when it happens.
