Managing a computer system for your office is one of those things you always meant to get around to, if only you had the time and weren’t distracted by other projects and problems. It’s an important task, obviously, and one that will eventually determine how your company responds and adapts to the changing demands of a technology-focused market. Here are 10 tips to help you manage your company’s computer system.
1. Schedule It
With everything that needs doing in an office, sometimes it’s impossible to just sit down and get it done. Make sure you schedule a time to update and clean out your company’s computer systems, a time where all other routine and non-emergency jobs can wait.
2. Monitor It
Part 2 of “Schedule It” is “Monitor It”. It does little good to cast your eye on managing your computer system, only to not stay on top of it for the next year. Carve out a piece of time in your weekly (or even monthly) schedule to run checks and diagnostics of your computers.
3. Take Inventory of Everything
Make a list of every piece of computer hardware and software your company uses. Make sure that every hardware component is compatible with its necessary counterpart, that the hardware is serviced (or has a service scheduled), and that the software is all updated.
4. Create Backups
Sometimes, despite your best efforts, things go wrong, and vital data can be lost. No one ever regretted making a routine backup of all their company’s information. With external hard drives offering up to 3 terabytes of storage space, and cloud storage promising even more, your company may never have to lose a single line of data ever again.
5. Ask For Help
Managing a company’s computer system can be a big task, perhaps more than one person can handle. If budget allows, consider calling in an IT professional to assist you. Two heads are better than one when it comes to diagnosing and troubleshooting, and sharing the work might lead to better results.
6. Anti-Viral and Spyware Checks
Computer viruses are everywhere, and all they need is one lapse in judgement to infect a computer. The good news is that anti-virus and spyware detection software has become so ubiquitous that a healthy line of defense is just a mouse click away.
7. Specialist Software
Combining the preceding two points, a healthy investment might be system monitoring software. For all the things you can do to manage your company’s computer system, you can’t be on 24/7, but a dedicated piece of software can fill in for you on weekends and after hours.
8. Write a Computer Policy
Perhaps not everyone in your organization knows how best to use their computers. That’s where you come in. A simple list of Do’s and Don’t covering best practices when using the Internet, flash drive, computers in general etc. might prevent a number of problems from ever occuring.
9. Use Online Support
Sometimes, you might encounter an issue that you’ve never seen before, but the chances are that somebody else has, and they took to the Internet for help. The Web is a treasure trove of resources for the most bizarre and complicated problems, and experts are more than willing to offer advice.
10. Establish Boundaries
In the event that computer users still spend too much time on Facebook or downloading smileys for their e-mail signatures, it may be time to install a firewall to limit their Internet usage. It’s not a popular part of IT governance, but if it eliminates the threat of risks and boosts productivity, it’s worth considering.