Knowledge Management: What Happens If Your IT Person Is Hit by A Bus?
It’s not a question most CEOs consider, but one that is crucially important. Your IT person has special expertise about your systems, login and access information, and the procedural know-how to use those systems, so what happens if they are suddenly no longer there (termination, change in employment, or even death)? Do you have all of the information and knowledge saved somewhere that you can easily access? If the answer is no, what is your plan for something like this? How would business continue as normal without this information?
This is a situation where the “forgot password” button does not exist, and it can be very costly to hire someone to come in and recover your account login credentials, not to mention your company’s procedures. Using a knowledge management system to capture and safeguard all of your organization’s crucial information is one way to make sure you’re never without access.
If you are looking for some assistance in your knowledge management implementation, there are plenty of perfectly safe and reliable software and application options to choose from; however, you will need to do some research on those options to find which ones will work best for you and your organization.
Don’t Let Documentation Be an After-Thought
Invest in some sort of password management tool to provide a secure method for credential management so that if something does happen, individuals within the organization can get access to those accounts, servers, or anything else that needs to be accessed.
The next step is to have some sort of knowledge base where procedures, overviews, information about the environment, etc. are documented so that it can be easily accessed and not stuck in one person’s head. Then you will need to make sure that these tools are actually utilized, and that every staff member is trained on how they work.
Making knowledge management a part of your business culture will help get everyone in the habit of documenting everything, and therefore lower the risk to your organization.