It happens from time to time. We try a new team member out, we slowly give them access to manage certain tasks and then you hit your wall with them and they have to go - NOW! You know that feeling. Perhaps you've caused that feeling. Sometimes this happens in our personal side of our lives, too. Usually you know when you need to end something. It's not spontaneous.
With business, it can't be spontaneous because of lawsuits, unemployment claims, etc. It all has to be documented. As you are coming to that realization and building their file to cover yourself, it's time to start locking things down. This isn't just about passwords, but physical files, contact lists, LinkedIn connections and more. Companies are quick to have people sign "the document", turn in their key card and clean out their desks, but it's way more complex now.
To prevent things from getting out of control:
- Put on your calendar to review logins for various aspects of your business every 6 months and test.
- Review who has access to which documents, and account, especially when you have a change in staff or vendors.
- If someone is still in there that shouldn't be,change passwords at that time, too., and let the rest of those with access know the change.
- If you are using something like the paid version LastPass, update it there so you don’t have to remember the new passwords.
- It’s $12/year and worth every penny!
- If you share a LastPass access folder with team members, be sure they have the most updated password so they aren’t locked out.
- Check for any mail groups/lists that may go to this person's personal email as a recovery email or back up. Remove them.
- Ask your staff, if they have shared any personal logins with the person about to be terminated to change their passwords, as that could compromise this entire exercise.
- If you have log files to show where people login from, make sure they are working to monitor for a bit after they leave to ensure you haven't missed any spots.
Most of the time people will leave quietly and without malice, but there are those nightmare people that make the hair on the back of your neck stand up after you've told them. They change and the fangs come out.
If you are having this issue with your personal life, good luck. Change ALL social passwords and privacy settings. Prior to finally pulling the plug, put that person in the "restricted" box on FB - they can only see public posts, but won't know what you are about to do. At that point, change your password in all venues. Change ALL email account access, recovery phones, etc. to exclude this person.
About the author: Susan Finch, Exit Power Strategies
I have big feet. They remind me of my footprint. While creating the list of accounts you need to keep track of, it seemed daunting, but important. Making this simpler for you is the goal. We are chunking it out here by topic. We are here to answer questions, speak to your group – seniors, executives, authors, every day people. We all have digital footprints.
On the personal side, especially for Boomers, you convinced your parents the computer and internet were good tools. You or your kids helped them program their smart phones, and even got them squared away with Netflix, Amazon Prime and Echo. These loved ones are going to continue to age, or there may be a sudden illness that removes their ability to maintain all of these digital assets and accounts. How can you keep them from being vulnerable?
Coming from a family whose mother had Alzheimer’s, I know how difficult it is to keep tabs on what they do when you are not with them. There are six of us kids, we were all nearby AND we had a healthcare worker come to the house four days a week.
Exit Power Strategies has been launched to help erase or at least contain the digital footprints we create.