The Ultimate I.T. Assessment Checklist
Technology can be very intimidating. Where do you even begin with an I.T. assessment? Aside from just the hardware itself being outdated, there’s plenty more to think about when going through your I.T. infrastructure.
Not having up to date hardware or software can cause compliant issues. Inefficient systems can leave your data open to many vulnerabilities. No disaster recovery plan in place is just asking for more downtime and stress. Not to mention, employees without any security training is a recipe for disaster as employees are your weakest link when it comes to business security.
Fortunately, we’ve put together this I.T. assessment checklist to ensure you’re operating at an optimal level and that your employees are up to speed with the best security practices.
What even is an I.T. assessment?
It’s a comprehensive review of a company’s technology systems. At the end of an assessment, the results show areas for improvement and recommendations, as well as your strengths .
So how does one actually assess their business I.T. situation?
It’s essential to assess your I.T. systems at least every year. If you’re going to do this on your own, here’s what you need to look for:
1. Hardware and Software
Okay, be honest here and ask yourself the following:
How old are those computers?
And when is the last time you updated the software on them?
Is the anti-virus still compatible with the operating system?
If any of these questions make you feel nervous or unsure, it’s definitely time for a change.
Remember your security is only as strong as your weakest link, so don’t forget about that old fax machine or printer which can be an entry point for a cyberattack as well.
Be sure to check the server room, all workstations, the network infrastructure, routers and APs (access points), your power supply, printers and scanners, as well as any conference, training, and waiting rooms.
2. Inefficient Systems
Have you been noticing some data errors? Maybe because you enter all of that data manually. Or you find yourself doing double the work because not all data and information is visible between departments?
Sounds familiar, right?
There’s a solution for that. It’s called automation and collaboration tools. Take a look at your processes. What could be sped up or automated? Are two people doing the same work or is someone not doing something they should and why?
If it’s because of a lack of communication and collaboration think about how much time, energy, resources, and sanity you could save by investing in the right technology for your staff.
Not to mention, having the right equipment plays a role in the efficiency of your operations. If your employees are struggling with workarounds just to get their job done, it’s time to invest in an upgrade.
3. Disaster Recovery Plan
So, a fire breaks out in the office. All the paper on the desk is burnt up like a pile of dry leaves and computers are destroyed. Or your server decides to fail on you?
What’s the plan?
Setting up a disaster recovery plan is essential. You don’t want to lose all of that information because you were ill-prepared. Learn how to create a disaster recovery plan here.
Your plan should cover your recovery time objective (RTO), remote work, communication and role assignments, a plan for equipment, backup checks, a detailed asset inventory, and what to do about changes in your supply chain.
4. Cloud Storage
The cloud offers small to medium sized businesses an affordable, fast, and flexible option for storage. However, there are some concerns with security, so it’s best not to rely solely on cloud storage. Instead, storing your data in three locations;on-site, off-site, and the cloud.
When it comes to cloud storage, ask yourself:
Where are you storing your files and data?
What part of your process is run through the cloud and which ones are not?
Should they be moved to the cloud?
Does the cloud service meet compliance requirements and maintain privacy?
Who is responsible for upgrades?
5. Employee On-Boarding Process
Congrats! You have a new employee starting today!
What does the I.T process look like for them? Do you have their workplace ready to go, along with their passwords and logins for programs and everything they’ll need to be successful or are you just going to wing it and hope for the best? Maybe they can figure it out?
Wrong.
Without a plan you’ll likely spend wayy too long, getting your new staff member’s workstation set up, but it doesn’t have to be that time-consuming.
Having a plan for on-boards when it comes to I.T. will keep their first day and yours running much smoother without the hiccups of not being able to get them logged on, set-up, and good to go.
6. Password security
Take a poll right now. How many of your employees have a password for their work email or login that sounds something like “company123” or “password111”? Your 10-year-old can figure it out in under 5 minutes and then all of a sudden they have their hands on some sensitive information.
Rather than reusing the same passwords try out on of these methods instead to help you get on the right track of using more secure passwords:
Password Formula - Do you have a phrase or song lyrics always stuck in your head? Turn that into a memorable password by taking the first letter of each word to create your password with a mix of upper and lowercase letter, symbols, and numbers.
Remember Your Roots - Similar to the video below, a pattern can help you remember many different passwords. Try taking the first few letters of the website you are creating a password for and adding that to the beginning or end of your eight upper/lowercase password. Don’t forget your numbers and symbols!
Password Manager - Utilizing a password manager, like MyKi, is great because it stores all your passwords off the cloud and in the app. Not to mention you don’t even have to remember a master password for the app, rather your fingerprint or FaceID work as your password.
If even just reading this information technology checklist makes you think twice about your I.T. situation, it would be a smart move to call the pros to help give you a better idea of how you can remedy the issues you have.
They might even discover more about your systems than you realized. Take Omega for instance. Omega Computer Services will provide a free I.T assessment! Our pros here will assess all aspects of your business technology and come back at you with their findings and some recommendations for moving forward.
It never hurts to turn to the pros, especially when your company’s technology and therefore data information may be at risk. You want a team that knows what to look for and what may be a concern now or in the future for your I.T systems.
Once you’ve done the I.T assessment, understood the issues, took the recommendations, and implemented solutions, you’ll see how drastically your technology system has changed.
And for the better! Now, you’re ready to revel in all the new features and efficient processes that come along with embracing change in the office.
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