What to do when your systems manager leaves and everything’s a mess

Whether it’s your Admin or IT person, more often than not, your systems manager (the person managing your key systems) possesses invaluable, but transferable knowledge and capabilities. Unfortunately though, in most of the business I’ve encountered, haven’t documented key processes or captured the knowledge into a repeatable process, for when the systems manager leaves. What does this mean? It means that there’s a big mess to deal with if the business’ systems manager leaves.

So why do businesses have a systems manager?

Businesses often invest in one staff member to manage their key systems for the following reasons:

• Free up time for the business owner and / or other key employees;
• The business owner and / or other staff members don’t possess the skill set required to manage the systems; and
• The business owner and / or other staff members are more skilled in other areas and prefer to spend their time elsewhere.

This can often be as a result of senior employees trying to offload tasks in the short-term. The long-term consequence, however, is that when the systems manager leaves, falls ill or requires extended leave – there is no one immediately available to fill their shoes.

Knowledge is powerful, especially when shared across the business.

So what happens when your systems manager leaves?

When a business’ systems manager leaves, the scramble begins to find a new employee who possesses the skill set to manage the business’ key systems. For a small to medium-sized organisation, this can be a long and arduous process, dotted with numerous challenges, including:

• The systems manager may have been taking care of inefficiencies from key systems in the background – therefore you may only identify these gaps after they leave;
• If a business is running old systems (or as we referred to them in our previous blog here – legacy systems) – then this making the recruitment process substantially more challenging as the majority of applicants are less likely to be trained in these older systems;
• Whether a business is in the process of hiring a new systems manager or has just made a hire – End of Month / End of Quarter / EOFY will likely be challenging;
• Depending on what terms the systems manager leaves – protecting the business’ data, knowledge, and IP will become a priority

When your systems manager leaves, you may be left staring blankly at unfamiliar information.

Steps to take when your systems manager leaves

If your business’s systems manager leaves, take the following actions to minimise your risk and stay on the front foot:

1. Reach out to a systems provider or consultant to assist you with the transition.
2. Evaluate the current systems to identify if they are:
   1. Meeting your current and forecast business requirements;
   2. Up-to-date;
   3. Efficient – integrated and automated;
   4. Currently being leveraged as they should; and
   5. Scalable, adaptable as your business grows.
3. Train more than one staff member to be able to use the systems.
4. Capture the knowledge from employees in repeatable, documented processes.
5. Define the role – the business should specify deficiencies within the company as requirements for the position.
6. Ensure that the business’s data and knowledge are

How we can help

If your systems manager leaves, Micronet can help you with the following: Micronet is a leading provider of standard business software solutions, providing end-to-end solutions for wholesaling, distribution, service, job costing, and manufacturing companies. With over 30 years in the industry, Micronet Systems’ business solutions have been implemented in over 2000 companies worldwide.

1. Direct assistance – with no middleman
2. Assist in evaluating your current systems.
   1. Help keep your current systems running effectively; or
   2. Implement new software for you.
3. Training and support.
4. Help document key internal systems and process.
5. Work with you to define the role.
   1. If you’re currently or are looking to leverage a Micronet business management solution, finding someone with the skillset to manage the software will be a breeze. With over 30 years in the industry, the software is widely known and used.
6. Implementing secure business management solutions.

Are you dealing with any of these challenges after the departure of your key ‘systems person’? Our experienced consultants can assist with this tricky situation. You can reach me on 02 9542 2000. I’m always happy to help.

Stuart Duncan is a Senior Sales Consultant at Micronet Systems and is focused on helping business leaders overcome inefficient processes regarding sales, inventory and accounting systems by leveraging cutting edge technology. If you want to gain better control of your key processes, then leverage Stuart’s 35 years of experience to help you drive real change in your business.