Make sure your new employees are productive from day one by checking all the boxes on this IT to-do list.
Finding and recruiting the right talent is one of the most challenging and crucial components of running a small business. Once you’ve welcomed new members to your team, it’s important that they can hit the ground running, not only because it’s good for productivity, but also because their onboarding experience is a reflection of your company.
Show new employees you are organized and committed to providing an environment that breeds great work by taking the following actions—and do it before they walk through the office door, not while they wait awkwardly for their workstations to be ready. These tips will also help you preserve your small business network security and ensure your recruits adhere to cyber security best practices.
Determine how every new hire’s job function affects IT needs
Hopefully, you have clear ideas of your new hires’ responsibilities before you made offers. Now consider how these duties affect IT requirements. The nature of their roles will help you assess the following:
- Should they use a PC or a Mac?
- What size monitor do they need?
- How much memory do they need?
- What software programs do they require?
- How mobile are they? Will they be traveling frequently and/or need the ability to work from home?
The answers to these questions will help you choose the right computer and hardware for the position. If you work with an outsourced IT services company, the experts there can do this for you. They can also make sure you do not overspend or throw money away on a low-quality machine.
Set up the computer
An outsourced IT services partner will set up the new computer with the particulars of the job function in mind. Whether you’re hiring a vendor or doing it yourself, consider how your office is wired, and be sure to get the computer on the network before the employee arrives. If he or she will primarily work from an office desk, use a hardline connection to the server room (rather than relying only on Wi-Fi) to minimize connectivity complications and reduce network security issues.
If your new hire will use an existing computer, make sure your IT partner migrates data from the previous user to the appropriate parties before creating a new user ID.
Connect to the printer
Set up and test the connection to the printer. If new employees will be handling confidential information, such as HR documents or company financial information, consider if they need a dedicated printer, rather than printing to a shared device.
Create an email address
Before creating new email accounts, make sure you or your outsourced IT services partner thinks about whether employees need to access email remotely; if so, be sure their configurations can securely accommodate this. Remember to tell new hires to change their passwords, and share password security best practices.
If appropriate, you or your IT partner can help your employees set up email on their mobile phones and walk them through remote access guidelines once they have started.
Determine permissions level
If you have a file server, determine which directories the employees need access to. Anderson Technologies recommends providing access to folders and files on a need-to-know basis and limiting administrator privileges to curb the ramifications of a potential cyber attack.
Set up relevant software applications
Install and create accounts for all necessary software programs. Be sure to track all software license keys in a central place so you’re prepared for a potential software audit. An outsourced IT services partner can do this for you and keep track of when software was purchased and when subscriptions need to be renewed.
Prepare for any necessary IT training
Create a user training plan so your employees feel comfortable with your technology, software, and approach to IT security. Provide education from the onset so they know exactly what to expect. If you’re working with an outsourced IT services provider, ask the provider what level of training it can provide to your staff.
Ask the new hire to review and sign your policies on confidentiality, email and web use, and business network security
Make it clear from the beginning that all employees are expected to abide by strict cyber security rules and best practices. This especially includes password security. Are social media sites or personal email prohibited during the work day? Now is the time to share any restrictions. Present them in writing, ideally as part of your new employee handbook.
Don’t have an existing employee guide to cyber security best practices? Our Anderson Technologies’ ebook, An Employee’s Guide to Preventing Cyber Crime, a comprehensive educational resource for small businesses, is coming soon. Check back in January!
Anderson Technologies is a St. Louis IT consulting company that provides outsourced IT services, including employee onboarding, IT security, cloud services, hardware and software acquisition, and more. Call Anderson Technologies at 314.394.3001 today for your IT needs.