As published in YLW Connection Spring 2011
Are you "proactive" or "reactive" with your IT solutions?
In a perfect world there would be universal peace, an extra million dollars in everyone's bank account, and computers that never broke down, caught viruses, or failed in any conceivable way. Unfortunately, this isn’t a perfect world...but, with the goal of making it a little more perfect, I would like to talk about your computer.
As an Information Technology specialist, I see many businesses ‘reacting’ to computer problems as they happen, and then ‘doing their best’ to manage unplanned costs, lost clientele, and lost momentum. It’s a daily occurrence in this imperfect world: Business is disrupted, cash flow is depleted, and emotions slide into the red zone.
Here is an alternative: In my perfect world, every computer owner would proactively prevent problems on PCs and networks by addressing those problems before they caused chaos.
What’s the difference between a reactive and a proactive computer owner? The proactive individual accepts our imperfect world. He/ she thinks, “There will be technological problems,” not “There might be problems.” The proactive manager wisely takes steps to eliminate or minimize the impact of problems before they show up as calamities.
In a perfect world, we would all budget a few necessary dollars upfront to prevent breakdowns and save the greater costs of ‘unexpected’ failures. I'm not talking about having an extra spare server on hand when your primary server fails ... I'm talking about something as simple as installing antivirus software on your PC. How many people (even businesses) realize that they "should have had good backup”...after their data has vanished? Sadly, we often learn the hard way - by losing our peace and our cash flow.
A few proactive measures to take:
1. Back Up: Back up all critical data. This includes your email data, which people tend to forget. It's painful to manually recreate an address book, not to mention the wealth of data in your emails and calendar. For added peace of mind, store valuable backups in a location away from your office (Offsite Internet Backup) to protect them from fire, flood or other quirks of nature.
2. Antivirus Software: Have antivirus software installed and keep your subscriptions up-to-date. Protect your file and mail servers too - not just your workstations.
3. Critical Updates: Make sure you download and install all Windows and Office critical updates: they provide you with the latest security patches and application fixes. So remember, when an update notification interrupts your important activities: Smile, click ‘install now’ ... and let peace descend.
4. Replace after 3 Years: Don’t wait until your hardware stops working in the middle of a project. Most manufacturers offer a three-year warranty, so replace your PC every 3 years, to avoid expensive repairs. Or try leasing, to keep your equipment reliable and your accountant happy as well.
5. Managed Service Provider: Consider working with a Managed Service Provider. Why? An MSP monitors your system 24/7. It alerts you when problems arise and/or solves them before you notice them.
6. Don't assume that because you haven't had problems to date, you won't have problems in the future ...You will. It’s an imperfect world; so it’s only a matter of time. I routinely tell my clients, “Always assume that your PC won't boot up the next morning and your notebook will be stolen.” Plan for it.
And while you’re at it, plan to incorporate the simple proactive approaches above, to prevent downtime, big IT bills and RCOM (Reactive Computer Owner’s Meltdown).
Want more peace in your world and more money in your pocket?
Want to know more about proactive IT management?
Give us a call for a free one- hour consultation!
Rudy Jaspers - Insign.it Kelowna - This e-mail address is being protected from spambots. You need JavaScript enabled to view it - (250) 469-9338 - http://www.insignit.ca
