How to plan your IT maintenance

Checklist

1. 1 Do your IT maintenance regularly. Your business depends on an IT system that works without fault. A well-maintained system means your IT is secure and up-to-date. You can avoid costly downtime by regularly checking and updating your systems.
2. 2 Don’t ignore IT maintenance. Are your software licenses all up-to-date? Is your anti-virus programme doing its job? Is it time to change passwords? Regular maintenance helps you know the answers to important questions like these and makes sure you’re in control of your IT systems.
3. 3 Draw up a schedule for your IT maintenance. Break your schedule into daily, weekly, monthly and less-frequent tasks. The frequency depends on how critical the part is for the day-to-day running of your business. You should back data up daily, for example.
4. 4 Software and hardware need maintenance. Both your IT equipment and the software you run need regular checks. For example, if you are a designer, your computer screens might need calibrating at specific intervals.
5. 5 Automate as much as possible. Some maintenance tasks can be automated, saving you time. You can schedule backups to run daily and set your security software to update regularly — just make sure you check the automation is working.
6. 6 Keep your documentation updated. Keep a record of all software licenses plus renewal dates and the age of any hardware such as screens and keyboards. This will help you identify when software or equipment should be upgraded or replaced.
7. 7 Make monitoring part of your IT maintenance. Knowing how members of staff use IT can help how you maintain it. If staff type a lot of reports, keyboards and mice might need replacing more often. Monitor and check hardware separately from software.
8. 8 Check and maintain your security. Online security threats can damage your business. As part of your IT maintenance, make sure your firewall and security software are doing their jobs. Keep virus and malware scanners up to date.
9. 9 Don’t overcomplicate IT maintenance. Regular tasks don’t have to be too arduous as long as you stay on top of them. They don’t all have to be carried out by experts either. For instance, anyone can perform simple tasks like clearing the dust out of computer fans.
10. 10 Consider outsourcing IT maintenance. Failing to perform regular maintenance can ultimately damage your business, so outsourcing maintenance to your IT supplier can be a wise investment.

Cardinal rules