A Practical Guide for AEC Firms Facing Tech Disruption
When your go-to IT person leaves, it’s more than just an inconvenience. In architecture, engineering, and construction firms, where project timelines are tight and field coordination relies heavily on technology, losing your IT lead can trigger costly disruptions.
If this is the first time it has happened, you are not alone. If it is the second or third time, it may be time to rethink your approach. Many firms are now asking whether managing IT internally is still the right choice, or if it is time to outsource.
This guide will walk you through what to do next, what risks to assess, and how to protect your firm.
Step 1: Evaluate Immediate Risk to Project Continuity
When one person manages most of your systems, tools, and passwords, their departure can leave the entire organization exposed. Proprietary project files, credentials, vendor accounts, and job site connectivity may all be affected.
Start with a critical question:
Do you trust the person who just left?
If the answer is yes and they maintained strong documentation practices, your risk is lower. If the answer is no or uncertain, start taking action today. Contact a third-party IT provider to assess your current environment and identify any immediate security or operational gaps. Even if you plan to rehire, you will need a professional to guide you through the transition.
Step 2: Secure Your Network
Before you hire anyone new or make long-term plans, you need to lock down your systems.
Key actions include:
- Disabling all user credentials associated with the departing staff
- Changing all passwords, starting with admin-level access
- Reviewing configurations for backdoors or remote access tools
- Checking file logs and admin activity for anything suspicious
If you suspect data theft, speak with your legal counsel. Legal precedent exists for charging former employees who create access paths into company networks. While legal action is rarely the preferred route, it may be necessary in some cases.
Step 3: Review and Gather Documentation
Well-organized documentation helps new staff or vendors step in quickly with minimal disruption. At a minimum, your documentation should include:
Configuration details
These are your credentials, network maps, equipment inventory, software licenses, and user permissions. They allow your new IT team to understand and manage your systems.
Issue history
This includes break/fix tickets, completed projects, system upgrades, and known issues. It helps a new vendor or hire avoid wasting time rediscovering problems.
All of this should be part of a written contingency plan. If your firm does not have one, now is the time to create it.
Step 4: Decide Who to Bring In Next
Once the emergency steps are complete, you need to decide how to manage IT moving forward. There are several options.
Hire In-House
Hiring a full-time or part-time staff member might feel familiar, but it brings risk. If one person is responsible for critical systems, your firm is again vulnerable to turnover.
To reduce this risk, pair internal staff with a trusted IT vendor. This ensures documentation is kept up to date, processes are benchmarked, and support is available when your staff member is out or leaves.
Hire an Independent IT Consultant
For firms with 15 or fewer users, an individual consultant might offer short-term support. But this approach usually falls short when it comes to responsiveness, redundancy, and long-term planning.
Many consultants prioritize a few VIP clients and treat the rest with slower turnaround. Some may bring in unfamiliar subcontractors when demand increases, leaving your systems in the hands of people you have never met.
Work with a Managed Service Provider (MSP)
An MSP provides comprehensive IT support under a monthly agreement. MSPs employ a team of IT professionals who manage your network, provide support, handle upgrades, and maintain documentation.
Firms in the AEC space often choose MSPs for several reasons:
- Built-in redundancy, so support is available when staff changes happen
- Teams familiar with AEC software and workflows
- Documented systems that do not walk out the door with any one person
- Predictable pricing and scalable services
What Makes a Good MSP for AEC?
Not all MSPs are created equal. Look for:
- A local team of 40 or more engineers, not a single-person shop
- Engineers with certifications and real experience in AEC environments
- Clear structure and roles, including a dedicated account manager
- Transparency around who does the work and where support is handled
Be wary of small MSPs that outsource support overseas or act more like consultants than structured service providers. Ask detailed questions to understand their staffing, support processes, and pricing model.
Use This Moment to Strengthen Your IT Setup
Losing your IT person is stressful. But it is also a chance to make better long-term choices. Whether you decide to hire internally, work with a consultant, or partner with an MSP, you are now in a position to take control.
Speak with multiple vendors. Ask hard questions. Learn your options. A strong IT partner will not only help you recover from disruption but also make your business stronger over time.
Ready to talk? Endsight offers free IT assessments for AEC firms looking to improve their systems and reduce future risk.
