In nearly every industry, computers play a vital role in day-to-day operations. They help us stay connected to coworkers, clients, and vendors. They assist with calculations, data entry, and record keeping. And, perhaps most importantly, they help improve efficiency and productivity in the workplace.
But as any IT professional will tell you, computers can also be a source of frustration for employees. If they’re not set up correctly, they can cause all sorts of problems—from lost work to decreased productivity. That’s why it’s so important for businesses to take the time to set up their employees’ computers correctly from the start.
Here are the things you should remember when setting up computers for your employees:
Give them the tools they need to do their job
Depending on an employee’s role within your company, they may require different tools and software to do their job effectively. For example, a salesperson may need access to a customer relations management (CRM) system, while an accountant may need access to a financial software program. Make sure each employee has the tools they need to do their job before you start setting up their computer. Otherwise, you’ll just end up having to go back and make changes later.
Set up their user account
Once you’ve determined which tools and software each employee will need, it’s time to set up their user account on the computer. This account will give them access to the programs and files they need while also keeping sensitive company information safe and secure. When creating user accounts, be sure to use strong passwords that are unique to each employee. You should also give each employee their own login ID rather than using generic IDs like “sales” or “accounting.”
Install security software
When setting up computers for your employees, it’s important to install security software to help protect your business from malware and other online threats. There are a number of different security programs available, so you’ll need to decide which one is right for your business. Some things to consider include the size of your business, the types of data you need to protect, and your budget.
Once you’ve selected a security program, download and install it on all of your employees’ computers. You should also create a company-wide password policy and ensure that all your employees know how to use the security software. By taking these steps, you can help ensure that your business is protected from potential cyber threats.
Configure email accounts
An email is a necessary tool for nearly every business nowadays, but it can also be a huge drain on productivity if not used correctly. To help keep your employees focused on their work, configure their email accounts so that only work-related messages are allowed. This means blocking personal email accounts like Gmail, Yahoo!, and Hotmail, as well as any non-work-related newsletters or website notifications. You should also consider implementing an email filtering system to further reduce the number of distractions your employees face during the workday.
Connect to shared drives
In most businesses, there is a need for employees to share documents and files with one another. Rather than sending these files back and forth via email, which can quickly get out of hand, it’s much easier (and more secure) to store them on a shared drive. This way, all employees who need access to the files can easily find them in one central location. Be sure to give each employee the appropriate level of access (read-only, read/write, etc.), so they can only view or edit the files they need.
Have regular maintenance for the computers
Maintaining the computers in your business is important to keep them running smoothly and avoid costly repairs. Doing regular maintenance can prevent many issues from occurring in the first place.
You might not be an expert on this, so you should consider contacting commercial electricians as they offer computer maintenance services that help keep your employees’ computers in tip-top shape. These services typically include cleaning the components, ensuring the software is up to date, and performing any necessary repairs. They also ensure that the power source is working correctly and that there are no electrical hazards.
By investing in commercial electrical services for your business, you can help avoid any major issues with your employees’ computers down the road.
Computers play an essential role in nearly every business today, but they can also be a source of frustration if not set up properly from the start. By setting up each employee’s computer correctly, you’ll help them be more productive, efficient, and focused at work. Just remember these things: give them the right tools, set up strong passwords, install security software, configure email accounts, create shared drives, and have regular maintenance. Do all that, and you’ll have happy and productive employees in no time.