5 Important IT Checklists No SMB Should Miss

IT checklists are a great way to analyze, understand, and take the necessary steps to meet your IT requirements. In this blog, we discuss 5 important IT checklists–Hardware/Software and Cybersecurity.

1. Hardware/Software

When creating a checklist for hardware/software purchase, use, and installation, answer the following.

1. How do you determine what hardware/software is needed?
2. What about installation? Who will be doing it? Incorrect installation can end up resulting in loss of time and, in case of faulty hardware installation, it can also mess up the new hardware.
3. What is the process for the procurement of new hardware and software? Do you have regular vendors whom you approach or do you start looking for a suitable one once the requirement arises?
4. Establish a policy for operating systems, because not all hardware/software is compatible with all OS.
5. What about updates, security patches, and upgrades? Who will be responsible for them and how often?
6. Who is responsible for software installation when there’s a new user requirement?

2. Cybersecurity

Cybersecurity training can help reduce incidences of cybersecurity breaches due to a lapse of judgment from your employees. Here’s what your cybersecurity checklist should cover- all security-related aspects of your IT. For example,

1. Create and implement a password policy that you want your staff to adhere to. Cover password hygiene, acceptable passwords, password sharing, reuse, password update rules, etc.,
2. When someone quits your organization or no longer works in the profile that they were working in, how is the access issue addressed? Spell out the rules and regulations regarding the removal of a user from the network, changing passwords, limiting access, etc., Along the same lines, also cover new user initiation into the IT network.
3. Include policies for data sharing–which data can be shared, where and by whom, who has access, the level of data access rights, etc.
4. Spell out the plan of action to be taken in the event of a cybersecurity breach. Whom to contact, how to quarantine the affected systems, what steps are to be taken from the legal perspective (disclosure of the breach, data security violation penalties, and so on…) how to prevent such future events, etc.,
5. Your cybersecurity checklist should not only cover the digital aspect of IT security but also the physical aspect of it. Establish rules and regulations for physical access to data.

3. IT Training

Your IT staff is not the only one who needs IT training. Everyone in your office does. An IT training checklist serves as a good process document for any new staff or any staff working on new hardware or software. Following the IT training checklist can help cut down the learning curve, and ensure the hardware/software is leveraged in the best possible way, thus making your staff more efficient. Here’s what your IT training checklist can offer.

1. Rules and regulations regarding software and hardware use.
2. Links to user manuals/instruction videos with how-tos for the software and hardware in use.
3. Information about whom to contact if there’s a need for troubleshooting.
4. Training schedules for each hardware/software, cyber threat.
5. Information about whom to contact if there’s a perceived cybersecurity breach.

Your IT staff is not the only one who needs IT training. Everyone in your office does. An IT training checklist serves as a good process document for any new staff or any staff working on new hardware or software. Here’s what your IT training checklist should contain.

4. Data Backup

Many factors can affect the accessibility and quality of your data. Data backups are key to ensuring your data is not lost. You should maintain a checklist or a policy document that covers this aspect. Your data backup checklist should cover the following questions. 

• What are the different data sets that need to be backed up?
• How often do each of those data sets need to be backed up?
• Where (location/device) will the data backup occur?
• How will the data backup happen?
• Who will be responsible for the data backup?

5. Bring-Your-Own-Device (BYOD)

In the current business environment where companies allow their employees to use their own devices for work purposes, a BYOD (Bring-your-own-device) checklist is a must. This checklist should answer questions like:

• Who is allowed to bring their devices to work (employees of some departments that deal with sensitive data like, the HR/accounts may not be allowed to do so)?
• What kind of devices are allowed/approved? For example, you can specify a version below which a certain OS may not be allowed, as it may be outdated, exposing your entire network to any security threat that it may be vulnerable to.
• Who is responsible for ensuring the security patches and anti-malware protection are up-to-date?

Having these checklists/policy documents does not ensure your IT infrastructure is always safe and secure or never suffers downtime. These checklists merely help cut down instances of security breaches or downtime and go a long way in helping you respond positively to any IT crisis that may befall your business. What we have discussed here is just the proverbial ‘tip of the iceberg’. Your checklists have to be comprehensive, and in-depth and cover every angle with a clearly defined action plan for any IT contingency. Reaching out to an experienced MSP for assistance will ensure you leave no loose ends.