A list of 15 tasks to help you tackle your Technology Spring Cleaning project. One day (or task) at a time. See our pretty version here: http://tek2u.com/technology-spring-cleaning-checklist/
Ah, spring cleaning can be such a daunting task! “There’s way too much to do! Where do I start?” Don’t let that get in your way. We’ve compiled this list of 15 “to-do” tasks to help you tackle your Technology Spring Clean Up project one day at a time (or one step at a time).
Spring is a good time to schedule your annual technology clean up. Having organized, clean technology can help increase your businesses operational efficiency and help make your employees more productive.
Just like the tradition of when people break out the cleaning supplies, give their homes a good scrubbing, clean up their clutter, and take their old items to goodwill for donation. It’s like a fresh start to the new season. Why not do the same for the technology in your office?
1. Clear out the old users
Go through all of the users in your system (server and phone system). Make note of all of the non-existing users (you know, the people who don’t work there anymore), and delete their usernames, passwords, and non-important information.
User data takes up space and poses potential security risks. Archiving non-existing users and old files will save space and make back ups go faster.
2. Organize Desktops
Take a few minutes to clean up your desktops and icons, organizing them into folders and deleting the ones you hardly use. Make sure you save important information on a server and not your desktop.
3. Review Backup System
It’s always a good idea to make sure your backup system is running efficiently. Review your back up system and test it to make sure it is working properly. Don’t have a backup plan? Now is a great time to start one. A backup is only as successful as the ability to restore. Can you restore from last night’s backup? Last week’s? Last month? What is your media rotation schedule?
4. Do a technology assessment
Take note of all of the technology in your office such as the number of PCs, software licenses, server versions, phones system software version, number of phones, printer versions, etc. It’s important to know what technology is in your office not only for future planning purposes but also in case of a disaster. Keep this technology assessment readily available, it will come in handy.
5. Physically clean the hardware
Have your users clean/disinfect their keyboards, mice, phone, etc.
FUN FACT: Numerous studies have shown that computer keyboards can contain more germs than, for example, office toilet seats; and the germs can last for more than two days. Yuck!
6. De-Clutter Storage
Have an old desktop PC that nobody uses? Or is an old phone system still bolted to the wall since you’ve gotten it replaced? Gather up all of the old equipment that nobody uses and properly dispose of it. There are many recycling option out there. Be green!
Let’s face it, messy, tangled cables and cords are not only an eyesore but also are a cause for many other problems including: decreased airflow – causing permanent equipment damage or poor performance due to overheating, improper hardware management, trip hazards, etc. If you have a messy server room, take time to get it organized! See tek2u.com/5-tips-on-how-to-keep-your-server-room-organized/ for more tips on organizing your server room.
8. Security Evaluation
Nothing is worse than getting a virus or some other type of malicious activity not only on your workstations or your entire system. Make sure your security software updates are working. Not having a good security system can cause you to loose sensitive information, not only information about your business, but information pertaining to your clients.
FUN FACT: Phone systems are frequently hacked into: “phreaking”. Phreakers remotely hack into your phone system and place long distance and international calls, creating excessive fraudulent charges.
9. Email Inbox
Inboxes are not “to-do” lists. Take time to have every employee clean up their inbox, either delete irrelevant messages or archiving important ones. Unnecessary Inbox, Deleted Items, and Sent Item folders increase storage (and backup) requirements.
FUN FACT: The average number of emails sent/recieved per da is approaching 120 per user!
10. Change Passwords
If your system doesn’t automatically prompt your users to change their passwords on a regular basis, see if you can get that set up. See tek2u.com/tektip-passwords/ for password tips
Top 15 Used Passwords…Don’t use them!!
11. Stock up on essentials
Have a stock of batteries for bluetooth devices and remote controls to keep users productive. Keep a supply of extra keyboards, mice, etc. in case something happens to break.
12. Clean out fan filters
The fans and filters in your computers and phone system need to be cleaned out on a regular basis to remove excess dust. Many people used the compressed air can. It may be a good idea to use a special type of vacuum. Dust and contaminates block the air flow necessary to keep your computer running cool. Heat is the enemy of computers causing crashes and failed parts.
13. Organize file structure
Have users organize their file structures, it makes finding files way easier. Consider archiving older and unused files.
14.Take out the trash
Don’t forget to remove hidden temporary files and Internet downloads. Also remember, every time you delete a file, it goes into the recycling bin. Don’t forget to empty that!
15. Review Your Technology Policies
Whether it’s a social media/internet policy, a BYOD (Bring Your Own Device) policy, or a mobility policy, review them. Make sure they still make sense. It wouldn’t hurt to send out a reminder of the policy to keep users knowledge fresh.
FUN FACT: Some surveys indicate that the average employee wastes almost 2 hours a day on private surfing!