Unemployment is at its highest point since the Great Depression. Every day, major companies are announcing layoffs or furloughs as the coronavirus-induced economic crash worsens. There is no end in sight. It's hard to even keep count of the number of layoffs in the tech industry, so much so that people are compiling their own lists of companies that have laid people off.Being employed in media, a precarious industry during the best of times, means working under the near-constant possibility of today being The Day. I've been laid off twice in my nine years in journalism, but neither of those times was a surprise, and I was prepared with backups of my work and contacts to take with me on my way out the door, which helped me as I became a freelancer or moved on to a new job.
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Hopefully, you will never get laid off or suddenly lose your job. But now that so many industries are in precarious situations, everyone should at least be prepared in case your Day comes. Not needing to begin again from scratch because you lost all your contacts and files as a freelancer, independent contractor, or at a new job can make getting back on your feet faster and less stressful—and that's why today, you're going to take 10 minutes to get your digital work affairs in order, with backups of everything you've worked hard to build.Most employers aren't required to give workers any notice for when they're planning to lay people off, Edgar Ndjatou, Executive Director for Workplace Fairness, told me. It's a good idea to check your employment contract or any NDAs you signed before you do any of these steps, he said.
Proprietary information—data and documents pertaining to the operation of the business, and a slew of other items, outlined in detail here—should not be taken with you. This includes things like client or customer lists, budgets, traffic numbers, methodologies, business plans, basically anything you can foresee your workplace's lawyers being pissed that you took. Be careful about what you back up, lest you get smacked with a cease and desist or lawsuit for stealing the secret sauce recipe."When in doubt, if the information will help you land a new job, you should take it"
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Lewis Maltby, head of the National Workrights Institute, told me that the general rule is that you own your skills and knowledge, and your employer owns the "trade secrets."
"This includes any information developed by the employer, which is not generally known to people in the industry, that gives it some competitive advantage over other companies," Maltby said. "Classic examples include the design of a device or the formula for a product. If you’re a design engineer for GM, your skill designing cars belongs to you; the design for the GM cars you worked on belongs to them."Some contracts forbid employees from taking work contacts with them, and even if specifics about downloading data aren't mentioned, many include language about how you can use contacts built during the course of your employment after you've left. These stipulations in work contracts are overbearing; nothing in this article should be considered legal advice, but presuming you want to stay in the same industry you’re working in currently, you should at least consider keeping a list of emails, phone numbers, and business cards you’ve collected over the years.This advice applies mainly to people working desk jobs, where data like emails, contacts, and files are stored in a company cloud server or client like Google or Outlook.These tips are catered toward a workplace that runs primarily on Google's G Suite and/or Outlook, but the steps and planning around them apply to any workplace, even if the specific measures might look different. They also shouldn't be taken as legal advice—all workplaces are different, all employment contracts are different, and your tolerance for risk will differ, so use your own discretion and your best judgment.
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Decide where you'll keep everything
Back-up your contacts
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The process using Outlook is similar: The software has a built-in exporting function. The main difference is in where you save the .CSV file, which Microsoft recommends doing in the Contacts folder under your personal account on a PC.If you set up automatic mail forwarding to your personal account from your work email, it’ll probably be turned off by your (now former) company very quickly. But if you want to go that route anyway, Google and Outlook each have instructions for this. Depending on your company's email client settings, it might not be possible to forward emails from your work account to another account—and trying to set it up could tip off the administrator that you're trying to leave with company information.Ndjatou said a better alternative is to schedule an away message for your last day that contains your personal contact info and how best to reach you in the future. But again, this applies to people you've made professional and personal relationships with in your job, and not whole client lists or customers that you obtained through working there. And this might not work if your company shuts off your email address entirely and without warning. If you think your old email will be turned off, you can choose to selectively contact your most important connections to let them know you're likely facing a layoff or furlough, and how to reach you (this also works if you're leaving your job under happier circumstances, like if you're leaving for a new job).
Let contacts know you're leaving (if there's time)
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If you decide to try to negotiate access to your email with the company, note that this step in particular benefits both you and the people left working there: If you include instructions for how to contact the company in your absence, it could save the survivors some work and help them retain the connections you worked for.Depending on what you feel comfortably able to download on your way out, Google's Takeout service can do the rest. You probably won't want to download everything included in your G Suite that's available at this stage—a lot of it could be proprietary information, and it's also just a ton of company-specific data, documents, and spreadsheets —and based on your administrator's settings, you might not be able to anyway. But items like Drive contents (including Docs and Sheets), Photos, Groups, and Hangouts messages could be valuable later. Depending on how much you're downloading, this could take hours or more than a day to compile and download—plan ahead.If you don't want to wait for Takeout, or don't work in G Suite or use Drive, you can still comb through your documents from the last few years of employment and decide what's important enough to be saved. Maybe that list of important industry events should come with you, but the 2016 Q2 KPI metrics can go to hell. It's up to you what's worthy of copying over to your new life.You should also check what's on your computer's hard drive—maybe you have notes or contacts or ideas saved there. Now would be a good time to organize things into folders, rename files to more helpful terms, and back up the backups on a USB or personal cloud service. Sorting through all of this later, once you've completely forgotten what all of it meant, would not be fun.
Grab everything else
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Do a clean sweep
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