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Small Business IT Checklist

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					                     2010
                     SBMS Experienced
                     Business Mentors (c)
                     2010




[BUSINESS I.T. CHECKLIST]
Information Technology & computer systems
                                  Small Business Information Technology and Computer checklist
In order to get the most from your mentoring, SBMS have written a brief I.T. checklist. Please fill out as
much as you can. If there are areas that you are unable to answer, don’t worry, the Mentor will be able to
explain or work through these questions when you meet.

On completion of the checklist, return it to the Mentor via email, fax or mail. This will allow the Mentor
to have an understanding of your business’s I.T. needs prior to your next meeting. The information
provided in this document is held as private and will be used solely by SBMS to help you with your
business.


                                                                                        Date
 Business name:
 (or trading as ….)                                                                     Referral Number
 & Contact Number
 Assessed by:                                                                           Mentor

 (Person filling out diagnostic)


                                      SMALL BUSINESS IT CHECKLIST

 To be completed by business owner or person responsible for
 I.T. support.                                                            Circle or colour the correct answer.
 SECURITY
 A commercial-quality firewall is in place                                 1        2            3            4     5
                                                                          Poor            Average                 Good
 There is a password security policy and a (secured) password              1        2            3            4     5
 register                                                                 Poor            Average                 Good

 Someone is responsible for adding new users and removing                  1        2            3            4     5
 departing ones in a timely manner                                        Poor            Average                 Good

 Someone is responsible for ensuring that all passwords to                 1        2            3            4     5
 business-critical files are maintained in a central database             Poor            Average                 Good

 All network passwords are changed regularly – at least every 3            1        2            3            4     5
 months – and there is a policy enforcing minimal password                Poor            Average                 Good
 complexity
 Staff only have access to the shared data they need for their             1        2            3            4     5
 jobs                                                                     Poor            Average                 Good

 Someone is responsible for managing shared data folders,                  1        2            3            4     5
 permissions and passwords                                                Poor            Average                 Good

 Shared data servers are powered via an uninterruptible power              1        2            3            4     5
 supply (UPS)                                                             Poor            Average                 Good

 Staff are not allowed to install additional software without              1        2            3            4     5
 authorisation                                                            Poor            Average                 Good

 There is a policy for security of laptops when they are out of            1        2            3            4     5
 the office                                                               Poor            Average                 Good

 BACKUP
 There is a data backup policy that is implemented                         1        2            3            4     5
                                                                          Poor            Average                 Good
 Someone has been assigned to do data backups                              1        2            3            4     5

                                                                                                          2
                                                   SBMS Experienced Business Mentors (c) 2010
 To be completed by business owner or person responsible for
 I.T. support.                                                       Circle or colour the correct answer.
                                                                     Poor           Average             Good
 Backups are tested at least yearly to ensure they are working       1         2         3          4       5
                                                                     Poor           Average             Good
 Data backups are stored securely both locally and off-site          1         2         3          4       5
                                                                     Poor           Average             Good
 All business data is included in backup procedures – including      1         2         3          4       5
 email folders                                                       Poor            Average            Good

 There is a disaster-recovery process in place and this has been     1         2         3          4       5
 tested at least once                                                Poor           Average             Good

 SUPPORT
 Someone is responsible for maintaining a register of software       1         2         3          4       5
 installed on all machines                                           Poor           Average             Good

 Someone is responsible for the timely renewal of domain             1         2         3          4       5
 names as well as web and email hosting                              Poor           Average             Good

 Someone is responsible for replenishing consumables: paper,         1         2         3          4       5
 toner cartridges, etc                                               Poor           Average             Good

 One person is responsible for updating software and there is a      1         2         3          4       5
 policy for this                                                     Poor           Average             Good

 There is a procedure for re-installing all software (re-imaging)    1         2         3          4       5
 on compromised or corrupted computers                               Poor           Average             Good

 There is a process for computer users to get help with resolving    1         2         3          4       5
 problems                                                            Poor            Average            Good

 If there is no in-house IT expert, then a reputable external firm   1         2         3          4       5
 has been engaged to carry out support as well as resolving IT       Poor           Average             Good
 problems
 TRAINING
 Staff have received appropriate training for the software and IT    1         2         3          4       5
 equipment they need to use to do their jobs                         Poor           Average             Good
 Someone is responsible for training new staff in the IT             1         2         3          4       5
 procedures                                                          Poor           Average             Good




Background of the Owner(S) and Brief History of the Business

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What does the Business do?    What are your Major Products and Services?

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Do you have a Website? If yes, please show address here ………………………………………….……………………


                                                                                                3
                                               SBMS Experienced Business Mentors (c) 2010
What are your Key Business Objectives?

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What are the three or four Major Challenges / Problems confronting the Business?

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                                I.T. SUMMARY SHEET




              AREAS IDENTIFIED AS REQUIRING ATTENTION
       TO BE FILLED OUT TOGETHER WITH MENTOR AT FIRST SESSION
          List categories requiring attention               Prioritise categories (in order of urgency)




                                                                                              4
                                                SBMS Experienced Business Mentors (c) 2010
    SUGGESTED TASKS & STRATEGY SCHEDULE

List in order of priority the top six categories (or areas of weakness) identified on the previous page as
requiring most attention. The mentor should then record below some suggested tasks/strategies that would
assist the small business proprietor. examples: ‘business planning’ - using a standard template, develop a
plan to take account of current and future needs over the next 2 years ‘advertising & promotion – develop
a plan (incl. design of new leaflets) to increase awareness of your new product range.
  Priority category names          Suggested task/strategy (in brief – point form)     Counsellor to assist




    CLIENT’S OWN STRATEGY SCHEDULE

Based on the above suggested tasks & strategies the client(s) should now develop their own plans and
objectives. The requirement here is to genuinely commit to a series of improvement programs by
identifying the tasks needing attention, agreeing to a starting date, and committing to complete the task(s)
by a nominated date. Over the ensuing months the mentor(s) will then regularly review progress with the
proprietors, encourage them, and make suggestions as necessary to enhance the improvement programs.


   Date                          Task to tackle                        Counsellor         Completion
(month/yea                                                              to assist            date
    r )




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                                                 SBMS Experienced Business Mentors (c) 2010

				
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