Tech Tips: How to Reduce Anxiety When Your Network Crashes
Frequently, I am amazed to see my clients scrambling around when asked to locate a critical piece of information that is required to repair a problem within their computer network or system. Whether it’s a username or password that was created months ago, specs on their SMTP server, or the web address for their Internet provider’s customer service account management page, these details are often hard to recall at the time of greatest need – usually right now!
The following steps will bring some sense of order and sanity to your small business in times of techno crisis. They’ll also help you save time and money.
- Document, document, document. Have you ever forgotten something you’ve just created? Try remembering it after days, weeks, or even months! As soon as a login and password is created, write it down.
- Organize all systems-related information in a tabbed binder. Create a section for each type of information, such as accounts, settings, lists or tables, and key contacts.
- Keep this document collection secure. The information contained in your binder enables you to run your business. It should only be accessible to employees on a need-to-know basis. Consider having two copies, one for you and the other available to designated staff.
- Know where this information is stored and tell those who will need to access it if you are not around, such as your office manager or receptionist.
- Keep the information current. If something changes, make sure that the corresponding document has been updated with the new details. If you have more than one binder, be sure to update both copies.
- Avoid duplication. Try to keep ALL systems-related information in your binder. Don’t keep duplicate copies elsewhere. Inconsistencies between versions can be confusing and frustrating, and can result in costly mistakes and delays.
- Communicate change. When something has changed, let the impacted parties know. Email is a good vehicle if the information is less secure. It also serves as a written record that can be filed in your binder. For more sensitive subject matter, publish the new information on your company’s intranet or distribute a memo. And, off course, don’t forget to update your binder!
- Identify missing details. If you discover something’s needed but not available, follow up with the person who is responsible for gathering this information and record it in your binder.
- Insist on documentation from service providers. Over 90% of small business owners neglect to gather and organize their company’s network and computer system information. The cost in time of searching for this information when needed far exceeds that of creating documentation at the time of start-up.
- Get help if you need it. Keeping an organized and current document binder saves time, money, frustration, and professional reputation. It is well worth the investment of time and energy it takes to put it together. If this task seems overwhelming, or you prefer to focus on other areas of your business, consider hiring an IT Consultant to manage this small but vital job for you!