Downtime is expensive. One survey found that 37% of small businesses lose between US$1,000 and US$5,000 for every hour their systems are down, with 8% reporting costs exceeding US$25,000 per hour. But here's what most businesses miss: much downtime is preventable since it’s often caused by a failure to communicate relevant details with your IT provider:
- a new employee starting tomorrow.
- someone traveling overseas next week.
- an office copier being installed on Thursday.
- a departing team member who still has access to everything.
The good news? Good communication can eliminate predictable causes of downtime, saving you a lot of money. A simple heads-up to your IT team can turn what would be an emergency into a smooth, planned transition.
In this guide, we'll walk through six of the most common scenarios where giving your IT team advance notice saves time, lowers costs, and removes frustration.
Jump to a Scenario:
Scenario 1: When You're Hiring Someone New
Scenario 2: When Someone Puts in Their Notice
Scenario 3: When Someone's Traveling Internationally
Scenario 4: When You're Getting a New Phone or Device
Scenario 5: When New Equipment is Being Installed
Scenario 6: When You're Changing Internet Service Providers
Scenario 1: When You're Hiring Someone New
Why it matters:
First impressions matter—especially for new hires. One of the biggest factors shaping that first impression is whether their technology and workspace are ready on day one. When they’re not, it reflects poorly on your organization and can leave a new employee unproductive for a significant period, costing you money.
Picture the scenario:
It’s 8:45 a.m. on Monday morning. Your new hire walks through the door for their first day, excited and ready to contribute. But there’s no laptop waiting for them. No email account has been set up. No one on the IT team knew they were starting today. Instead of getting to work, your new employee is left sitting idle—maybe for hours.
What needs to be done ahead of time?
With proper advance notice, your IT team can have everything ready. After all, setting up a new user involves much more than creating an email address. It may include:
- provisioning accounts across multiple systems
- configuring permissions based on the employee’s role
- ensuring security protocols are in place
- ordering or preparing equipment, such as a laptop or mobile phone
When IT is caught off guard, these tasks get rushed—and rushed setups can lead to mistakes, security gaps, or incomplete access that creates ongoing problems.
Best practice:
Notify IT at least 3–5 business days before the start date. If equipment needs to be ordered, give even more lead time—ideally two weeks or more.
What your IT team needs to know:
- Full name
- Job title and department
- Start date
- What systems and access they’ll need, such as email, file shares, and specific software
- Whether company equipment needs to be provided
With this information, IT can have everything ready to go on day one. Your new hire can start meaningful training and work right away, while building relationships with their team.
The result?
A confident first impression, a smoother onboarding experience, and a better chance that your investment in recruiting and hiring will pay off.
Scenario 2: When Someone Puts in Their Notice
Why it matters:
When an employee leaves, they take their knowledge with them—but they shouldn't take ongoing access to your systems. Departing employees, whether leaving voluntarily or involuntarily, represent a significant security risk if their access isn't managed properly.
Picture the scenario:
An employee termination is planned for Friday at 2 PM. But IT isn't brought into the conversation until after the employee has been escorted out the door.
The former employee goes home with their email still active, VPN access still working, and full access to company files. It might be Monday or later before IT is informed and can prepare to fully disable everything.
What needs to be done ahead of time?
For involuntary terminations, IT needs to be included in the confidential planning process instead of surprised after the fact. Yes, terminations must remain confidential, but IT is part of that trusted circle and must maintain that same confidentiality.
With advance notice, even just a few days, IT can:
- prepare the deprovisioning plan by identifying all systems and access points
- stage the account lockout so it can be executed at the exact moment of termination
- coordinate timing so access is disabled during the termination conversation, not hours later
- plan for data transition to support business continuity for ongoing work
Systems to disable immediately may include:
- email and communication tools
- file sharing and cloud storage
- business applications, such as CRM, accounting software, and project management tools
- VPN and network access
- physical access, such as building keycards and alarm codes
For voluntary departures, such as resignations with notice, the timeline is less urgent but coordination still matters. Beyond security, there are practical considerations: What happens to their email? Should it be archived or forwarded? Are there ongoing projects that need to be transitioned?
Best practice:
Inform IT as soon as the departure is confirmed—not on the last day. The more notice your IT team has, the better they can plan a controlled, secure offboarding process.
What your IT team needs to know:
- employee name and department
- last working day
- whether any temporary access is needed for a transition period
- instructions for email handling (archive, forward, auto-reply)
- any special considerations (third-party software logins, shared accounts, etc.)
The result?
A secure exit that protects your data, closes security gaps, and ensures business continuity. The employee’s departure is handled cleanly, and your organization isn’t left exposed.
Scenario 3: When Someone's Traveling Internationally
Why it matters:
When you log into company systems from an unexpected location—especially a different country—your security tools may treat that activity as suspicious. They can’t always tell the difference between a legitimate traveler and someone using stolen credentials.
It works a bit like credit card fraud protection: if your usual activity is in Toronto and a login suddenly appears from Bangkok, the system may flag it or block it. That type of protection is useful—but when your travel is legitimate it can leave you locked out when you need access most.
Picture the scenario:
You land in Singapore for an important client meeting. At the hotel, you open your laptop to review tomorrow’s presentation—but your account is locked. You try to contact IT, but it’s 3 a.m. back home. Hours pass, your meeting is getting closer, and you still can’t access the files you need.
By the time IT investigates the login attempt, confirms it’s really you, and restores access, you may have lost half a day. Worse, you show up to the meeting looking unprepared.
What needs to be done ahead of time?
Some security systems use location-based restrictions or flag unusual login behavior for review. If IT knows about your trip in advance, they can:
- temporarily allow access from your travel location for the dates you’ll be away
- adjust monitoring so legitimate logins are less likely to trigger false alarms
- provide guidance on secure access, such as VPN setup and networks to avoid
- schedule any temporary exceptions to end automatically when you return
Best practice:
Give IT at least 2 business days’ notice before any international trip where an employee will need access to company systems.
What your IT team needs to know:
- Destination country (or countries)
- Travel dates (departure and return)
- What systems you'll need to access (email, VPN, specific applications)
Your IT team can prepare your access in advance and remove any temporary exceptions after you return, keeping security tight while ensuring you stay productive on the road.
The result?
You land overseas, open your laptop, and everything works. No locked accounts, no frantic messages to IT at 2 AM their time, and no wondering whether you'll be able to access what you need for tomorrow's meeting. Security stays strong, and you stay productive.
Scenario 4: When You're Getting a New Phone or Device
Why it matters:
Getting a new phone feels like an upgrade—until you try to log into your work accounts and realize none of your authentication works. What should be a seamless transition turns into a frustrating lockout that requires IT intervention to fix.
The problem isn't just reinstalling apps. Modern security relies on multi-factor authentication (MFA) tools like Microsoft Authenticator that are tied to your specific device. When you switch phones without proper preparation, those authentication credentials often don’t transfer automatically—and you may be unable to access your accounts without them.
Picture the scenario:
You upgrade to a new phone over the weekend. Monday morning, you try to log into your work email. It asks for MFA approval. You open Microsoft Authenticator on your new phone, but your work account isn't there. You try to add it back, but it won't let you without... MFA approval. You're stuck in a loop.
Now you're locked out. You can't access email, file shares, or any work systems. You call IT, and they have to manually reset your MFA settings for every single account that was protected. Each reset requires identity verification, reconfiguration, and re-enrollment. What should have taken minutes now takes hours—and you're completely unproductive while IT works through the process.
What needs to be done ahead of time?
When IT knows you're switching devices, they can help you:
- back up your authenticator data before the switch
- transfer authentication credentials using the correct process
- verify access before you wipe or trade in your old device
- pre-configure device management if it’s a company-owned device
For company-owned devices, there's even more to prepare: mobile device management (MDM) enrollment, email profile configuration, VPN setup, and app deployment. None of this happens automatically just because you put your SIM card in a new device.
Best practice:
Notify IT at least 2-3 business days before switching devices—whether you're upgrading your personal phone or replacing a company device.
What your IT team needs to know:
- What device you're switching from and to (model, operating system)
- When you plan to make the switch
- Whether this is a personal device (BYOD) or company-owned
- What work accounts and apps you use on the device (email, MFA, VPN, etc.)
Your IT team may walk you through the proper transfer process, or even better, do it for you. They’ll ensure nothing gets lost in the transition, and verify everything works before your old device is wiped for security.
The result?
A smooth device transition. You switch phones, your authentication transfers properly, and Monday morning you log in without a hitch. No lockouts, no multi-hour IT reset process, and no lost productivity.
Scenario 5: When New Equipment is Being Installed
Why it matters:
That shiny new office copier or security camera system isn't plug-and-play. Modern office equipment like copiers, printers, DVR systems, and TV screens almost always has a network component. And if IT doesn't know it's being installed, what should be a smooth upgrade can turn into days of troubleshooting and downtime.
Picture the scenario:
Your office manager orders a new multifunction copier. The vendor installs it, prints a test page, and leaves. Everyone's excited to start using the new features.
Soon you find out the scan-to-email feature doesn't work. Several other users discover they can't print at all—their computers have outdated drivers. Still others keep printing to the old machine by default, causing confusion and irritation.
What needs to be done ahead of time?
Third-party installers are focused on getting the equipment physically working—they're not thinking about your network security or integration. When IT knows new equipment is coming, they can:
- Schedule time to be available during or immediately after installation
- Determine proper network placement (main network, segregated network, or guest network based on security needs)
- Assign the correct IP address and avoid conflicts
- Coordinate directly with the installing vendor to ensure proper configuration
- Update firmware to the latest secure version
- Change default passwords (which third-party installers often skip)
- Test functionality (like scan-to-email) before the vendor leaves
Common equipment that needs IT coordination:
- Office copiers and multifunction printers
- Security camera systems and DVRs
- Access control and door entry systems
- VoIP phone systems
- Point-of-sale (POS) systems
- Network-attached storage (NAS) devices
- “Smart” devices like TVs, thermostats, or refrigerators
Best practice:
Notify IT at least 2 business days before installation of any equipment with a network or IT component. If you’re not sure, send a message or call them. They’ll be glad to advise you.
What your IT team needs to know:
- What equipment is being installed (make, model if available)
- Installation date and approximate time
- Vendor/installer contact information
- What functionality you need (e.g., scan-to-email, remote access, mobile app)
- Where it will be located physically and how it will connect (wired or wireless)
The result?
Installation day goes smoothly and everything works—scanning, printing, network access, remote features, all of it. The equipment is properly secured and placed on the appropriate network segment. No conflicts, no downtime, no emergency follow-up visits. Just a working, secure upgrade that makes your team more productive.
Scenario 6: When You're Changing Internet Service Providers
Why it matters:
Switching ISPs seems straightforward—the new provider sends a technician, installs new equipment, and you're back online with faster speeds. But your internet connection isn't just about speed. It's the foundation for a lot of critical business functions: email, VoIP phones, cloud applications, VPN access, security systems, and remote work. When that foundation changes without IT coordination, everything built on top of it can break.
Picture the scenario:
Your office manager finds a better deal with a new ISP. The technician arrives Monday morning, disconnects the old service, installs new equipment, confirms you have internet, and leaves.
Within minutes, the calls start: "I can't access the server remotely." "Our phones aren't working." "Email is down." "The security cameras are offline."
What needs to be planned ahead of time?
When IT knows about an ISP change or upgrade, they can:
- Coordinate the "cutover" (switching from old to new) to ensure the new service is active before the old one is terminated. This prevents a "flag day" where the business is left without internet.
- Reconfigure technical settings: A new ISP means new IP addresses, which require updating firewalls, routers, and DNS/MX records for email and website stability.
- Configure remote access: VPNs for remote work must be reconfigured, or remote staff will lose access to company resources.
- Email Migration: Where email accounts are tied directly to an ISP, they will need to be transitioned (migrated) to a new email provider in advance.
- Ensure proper speed/capacity: IT can ensure the new package meets the business technical requirements.
- Verify hardware compatibility: IT must ensure existing office hardware (firewalls, switches, VoIP phones) is compatible with the new ISP's modem and configuration.
Without advance notice, what should be a planned migration becomes an emergency outage. Your team sits idle while IT scrambles to figure out what changed, what broke, and how to fix it—all without being able to prepare.
Best practice:
Notify IT at least 2 weeks before scheduling an ISP change or major service upgrade. Better yet, involve your IT partner from the outset before agreeing to any proposed changes to your internet service.
What your IT team needs to know:
- New ISP and service plan details (speeds, static IP availability, etc.)
- Proposed installation date and time
- Equipment that will be provided (modem, router, etc.)
- Whether you're keeping the old service temporarily or doing a hard cutover
- Contract terms and cancellation policies
Your IT team can coordinate directly with both the old and new ISPs, plan the migration, and ensure business continuity throughout the transition.
The result?
The cutover happens smoothly—ideally outside business hours. Tuesday morning, your team arrives to find everything working perfectly. Faster internet speeds, phones ringing, email flowing, remote access functioning. No panic, no downtime, no lost productivity. Just a seamless upgrade that makes your business better.
Conclusion: A Little Notice Goes a Long Way
Every scenario in this article shares a common thread: problems that seem sudden to IT were actually preventable with a simple heads-up.
When IT learns about changes after they've already happened, they're forced into reactive mode:
- emergency troubleshooting
- after-hours fixes
- damage control
But when they know in advance, they shift into proactive mode:
- careful planning
- proper configuration
- security first
- seamless execution
When in doubt, reach out. Your IT team would much rather answer a "Do you need to know about this?" question than respond to a "Why isn't this working?" emergency.
The bottom line: Treat your IT team as a strategic partner, not just a help desk. Loop them in early when changes are being planned—not after they've already happened.
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