Comprehensive IT Checklist For Small And Medium-Sized Businesses
The IT needs of small and medium-sized businesses(SMBs) aren't very different from those of large organizations. However, most small businesses can't afford to hire a full IT team. Despite this, it's crucial for SMB owners to manage their IT — either internally or using a Managed IT Services company.
Information Technology is an integral part of modern business and can't be treated as a separate department. Technology is everywhere, affecting every aspect of your work and life. Proper IT operations and management are essential because the cost of unmanaged IT and downtime can be surprisingly high.
This blog post aims to provide you with a comprehensive IT checklist that helps give a clear view of all IT aspects within your company. Managing IT might seem like an overwhelming task of constant firefighting, but it's much easier when broken down into manageable steps. This IT checklist outlines common issues you may face and the actions needed to address them, helping you understand and manage your IT needs more effectively.
You can access the checklist using the following links:
Spreadsheet: Comprehensive IT Checklist
In the following sections, we give you a comprehensive overview of the IT checklist covering all aspects of technology essential for daily operations, security, and growth. This detailed guide will help you ensure your IT infrastructure is robust, secure, and efficient:
1. Initial IT Setup Checklist
The checks required for the initial Information Technology infrastructure setup are similar to what you would have during an office relocation. We have covered it in detail in our earlier blog posts that you can access using the following links:
Here is a quick recap of the key checklist items:
Make an office floor plan
Decide where to locate each department, server room, conference room, printers, copiers, and network & WiFi equipment.
Design the network infrastructure
Design the network to accommodate the new office layout, size, and connectivity needs, which may require you to augment the existing network with new switches and access points (APs).
Select the ISP (Internet Service Provider)
Choose an ISP as well as a backup ISP and negotiate the best package for your company.
Check the wiring and outlets
Ensure that the electrical wiring and sufficient outlets are in place.
Prioritize IT setup
The IT department is the most critical for any business operation. By arranging for the IT setup to be completed first, you will ensure that your company will be up and running quickly. Here is the priority checklist:
server room
network infrastructure
routers and APs (Access Point)
work stations
UPS (Uninterruptible Power Source/Supply)
printers & scanners
conference room
2. Hardware / IT Infrastructure Checklist
It is often quite tempting to buy new equipment without thinking about how it will be installed. Due to this lack of forethought, it is not uncommon for the entire business to come to a standstill as five employees try to install a new scanner “just like the one they had in their previous company”.
SMBs also make the mistake of purchasing equipment for their office based on their experience with “similar” equipment at their homes as they fail to realize that most equipment suitable for home use will not run well in a business environment. To avoid such pitfalls, you must ensure that the equipment you purchase is suitable for use in a business network environment.
Here are the key information technology infrastructure checklist items to consider:
Procurement & Installation
Ensure compatibility with other devices you use
For Installation, if you don’t have an IT expert in-house, get professional help.
Ensure appropriate warranty and service contracts.
Updates
Ensure a common Operating System to standardize troubleshooting and maintenance
Always have the latest drivers installed
Inventory Management
Keep a detailed inventory of all hardware including computers, servers, routers, printers, and other peripherals.
Regularly update and audit the inventory.
Maintenance Schedule
Establish a regular maintenance schedule for all hardware to ensure they are in good working condition.
Include checks for dust cleaning, software updates, and hardware diagnostics.
Upgrades and Replacements
Plan for hardware upgrades and replacements based on the lifecycle of each device.
Budget for periodic updates to avoid obsolescence.
3. Software Checks
Software licenses are valuable assets for your company. It’s easy to install software on a computer and completely forget that it’s there. It is even easier to forget if you have a service contract, what it includes, and if and when you should renew.
Imagine forgetting to renew your domain name! Yes, this happens despite receiving numerous emails, which mysteriously get lost in your inbox. Domain names, although cheap, are invaluable as an identity for your business. Any slip-up with it can see your domain name get into the hands of a squatter who will try to extract a hefty price for returning it.
Therefore, you should standardize the processes for purchasing, licensing, renewing, and updating. There should be someone responsible for it and everything must be documented and easily accessible when required.
Some of the key checklist items you need to consider are:
Device Management
Customizing software to suit business needs
Downloading and installation by users
Use an MDM (mobile device management) for assessing and deploying security patches to ensure secure mobile devices, operating systems, and applications
Licensing
Maintain records of all software licenses.
Ensure compliance with licensing agreements to avoid legal issues.
Updates and Patches
Implement a system for regular updates and patches for all software applications.
Automate updates where possible to ensure no software is outdated.
Antivirus and Anti-malware
Install and regularly update antivirus and anti-malware software.
Schedule regular scans to detect and remove threats.
4. Network Checks
The network is the backbone of your entire business. It is the gateway that gives access to the organization’s digital resources and the Internet, facilitating productivity, communication, and collaboration. These same traits also make the network a valuable target for bad actors. Therefore, the network requires constant attention to ensure productivity on one hand, and security on the other.
Network Maintenance
Check the health of your servers and network equipment such as routers, switches, etc.
Inspect the configuration of switches and access points to ensure they are properly configured.
Network Security
Physically secure critical network devices such as routers and switches.
Use firewalls to protect your network from unauthorized access.
Implement Virtual Private Networks (VPNs) for secure remote access.
For a more in-depth network security checklist, check out our blog post The Ultimate Network Security Checklist.
Wi-Fi Management
Secure Wi-Fi networks with strong passwords and encryption (WPA3 recommended).
Set up guest Wi-Fi networks to isolate external devices from your main network.
Performance Management
Monitor and manage network bandwidth to ensure critical applications have priority.
Analyze traffic patterns on your network to identify and troubleshoot network performance issues.
Monitor and manage the network latency to ensure that it is within acceptable limits.
5. Cloud Checks
The cloud offers an excellent solution for small businesses allowing them to scale their infrastructure and keep pace with their growing business. The cloud is ideal for small businesses as it is affordable, fast, and flexible. However, it’s not all good news. Before you can move your business to the cloud, you need to consider some critical questions. We have talked about it in detail in our blog: 5 Critical Steps For Building A Successful Cloud Strategy
Some of the Cloud checklist items to consider:
Cloud Security And Compliance
Is your use of the cloud in line with external legislation
Does the cloud service meet data privacy and compliance requirements?
Who is responsible for software upgrades
Who has access to the data?
Cloud Strategy
Assess what level of service the cloud can provide your business
Assess which services and applications can be migrated to the cloud.
Choose reputable cloud service providers and understand their security measures.
Ensure that the SLA (service-level agreement) has clauses on response times, business continuity, and disaster recovery.
Cost Management
Monitor cloud service usage to manage costs effectively.
Optimize resource usage to avoid unnecessary expenses.
6. Data Management Checklist
With all the data companies handle and rely on, be it client data or internal information, data, data management has become an integral part of IT management.
The following are the key data management items to consider:
Backup Solutions
Implement a robust backup solution that includes both on-site and off-site backups.
Regularly test backup restorations to ensure data integrity.
Data Recovery Plan
Develop a data recovery plan detailing steps to recover data in case of loss.
Train employees on the data recovery process.
Data Encryption
Encrypt sensitive data both in transit and at rest to protect against breaches.
Here are some useful resources to help you build a more robust data management program:
7. Security And Compliance Checks
SMSs are more likely to fall into cybersecurity bad habits than larger businesses. This is because, typically, they lack a robust IT Security policy. With the adoption of every new technology, the need for cybersecurity vigilance increases. Small businesses must be extra vigilant because 43% of cyberattacks are targeted at small businesses.
Here are key IT Security checklist items to consider:
User Access Control
Review shared folders, disk quotas, and access rights to data, systems, and applications
Implement role-based access control (RBAC) to restrict access to sensitive information.
Use multi-factor authentication (MFA) to add an extra layer of security.
Standardize user onboarding and offboarding processes.
Require VPN for remote access.
Security Policies
Develop and enforce IT security policies covering password management, device usage, and internet access.
Conduct regular security training for employees.
Restrict the use of external USB and hard drives
Implement a policy for cleaning infected machines
Incident Response Plan
Create an incident response plan outlining steps to take in the event of a security breach.
Regularly review and update the plan.
We have shared a more detailed IT Security checklist in an earlier blog post that you can access here: The Best IT Security Audit Checklist For Small Business.
Regulatory Compliance
Documentation
Maintain thorough documentation of all compliance-related activities and policies.
8. Support and Training Checklist
Employees are the most important pillar of any organization. Keeping them well-supported and informed goes a long way in ensuring business productivity and overall security.
Here are key items related to employee support you need to consider:
IT Support
Provide access to reliable IT support, either in-house or through a managed service provider.
Establish clear procedures for reporting and resolving IT issues.
Employee Training
Regularly train employees on the use of IT systems and cybersecurity best practices.
Provide training for any new software or systems introduced.
Here are additional resources to help you with employee training:
9. Disaster Recovery Checks
A disaster recovery plan helps minimize downtime and keeps your business operations running in the event of disasters such as ransomware attacks, natural disasters, etc.
Here are the key disaster recovery items you need to consider:
Develop a comprehensive disaster recovery plan detailing how to recover IT infrastructure and operations after a disaster.
Conduct regular drills to test the effectiveness of the plan.
Review and update the plan to address changes in the technology and threat landscapes, business models, and internal processes.
10. Monitoring and Reporting Checks
Monitoring and reporting are important tools that help track performance, security incidents, and compliance issues, enabling better decision-making and facilitating system improvements.
Here are key monitoring and reporting items to consider:
System Monitoring
Implement monitoring tools to keep track of system performance and security.
Set up alerts for unusual activity or potential issues.
Reporting
Generate regular reports on IT performance, security incidents, and compliance status.
Use these reports to identify areas for improvement and make informed decisions.
Conclusion
As an SMB owner, managing your IT operations is a huge challenge. This is even more difficult if you have little or no IT expertise. Even if you are confident in your abilities, having built home PCs and networks, making similar things work in a business network environment is a different ball game. Poor choice of hardware, and lack of awareness of interfaces, security considerations, and management can make IT seem like a cost center that keeps draining your budget.
Using this IT checklist, you will get an all-encompassing view of your IT infrastructure, helping you plug gaps, fix vulnerabilities, and enhance security. Ultimately, the goal is to help you turn your IT systems from a liability to an asset. As a business owner, the most important thing to remember is:
“not to focus on the management of IT operations, rather focus on how IT can help you achieve your business goal”
By treating IT as an integral part of your business, you will experience increased productivity, lower downtime, and reduced stress.
Do you have full visibility and complete control over your entire IT infrastructure? Do you need help managing your ever-expanding IT infrastructure? Reach out to us by clicking the button below for worry-free IT management.
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