Here we are, the 2012 calendar year is well on it’s way. As a technology manager or business owner it’s easy to overlook key activities that need to take place at least once a year. Some of these will undoubtedly occur with our without a plan, but letting things happen as they may usually occurs at the worst possible time. So we have created a list that should help you plan for 2012.
- Backup maintenance: Your company (hopefully) has a data backup procedure in place. But backup and disaster recovery should not be a set it and forget it system. Each month your backup technology should be analyzed to make sure backups are occurring at the appropriate times, there is adequate storage space and the software is up to date.
- Security: While your data security system should be monitored daily for malware and unauthorized access, each week make sure the latest virus definitions have been downloaded and working properly. Each month test the network for vulnerabilities. Set your end-user password protection to require new passwords every three months. You may want to consider changing your VPN password every three months too.
- Technology evaluation: As technology managers we hear daily from the users we support about their needs for better laptops, faster network performance, software updates and the like. An annual technology evaluation with end-users goes a long way to hearing beyond the “squeaky wheels”. Anonymous online surveys are a great place to start. These will help identify common needs within the organization. Armed with that data the technology team can meet with various groups to determine the severity of the needs and prioritize implementations.
- Inventory: How do you know all the laptops your company owns are still at the company? Each piece of computer hardware is an asset to the company, not unlike a forklift or delivery van. Twice a year an inventory needs to be taken to account for systems, peripherals and software. If your company is small it’s easy to identify each item with an internal coding system marked inconspicuously on the item with a permanent marker. For larger organizations a barcoding system is essential to speed the process while ensuring accuracy.
- Equipment refresh: Undoubtedly some of your computing equipment is towards the end of it’s useful life. New systems run software faster, new printers use less ink and run quieter. The new flat-panel displays use far-less energy than CRT’s and run cooler, thus lowering air conditioning needs. Once or twice a year an equipment refresh should be scheduled. A refresh doesn’t mean replacing all of your equipment at one. Rather it is a process of removing the least efficient or problematic items on a predetermined schedule. If this is planned properly, the organization will have minimal disruption, spread out expenses and technology that meets the users needs.
Taking the time to plan out the year is a difficult task for the technology manager. Each day brings new challenges and diversions. However, taking the time now to put in place a technology calendar, will reduce these challenges and create higher end-user satisfaction.
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