Overview, passwords, MFA, updates, backups and automation: with these 10 simple IT tips and a handy checklist, you make your business safer and more efficient.
As a business owner, you want to focus on your customers, your staff and growing your business. Yet IT plays an ever bigger role in every company. Invoices, quotes, customer information, calendars, communication and documents: almost everything is digital today.
The problem? IT can also cost you time, cause frustration and lead to unexpected costs.
Fortunately, you don't have to be an IT specialist to improve the way you work digitally. A few simple measures already make a big difference.
1. Make an overview of your IT
Do you know which software and digital services your business uses? Make a simple list of:
- computers and laptops;
- smartphones and tablets;
- e-mail accounts;
- cloud storage;
- accounting software;
- CRM software;
- website and hosting;
- backups;
- antivirus and security software;
- subscriptions and licences.
It may seem simple, but many business owners don't have a complete overview. As a result, old accounts or software sometimes stay active for years.
2. Clean up old accounts
When an employee leaves, taking back the laptop isn't enough. Also check:
- e-mail;
- Microsoft 365 or Google Workspace;
- cloud storage;
- CRM;
- accounting software;
- website management;
- social media;
- VPN and other remote access.
An old account that is still active is an unnecessary security risk.
3. Use a password manager
Many people still use the same password for different services. That is dangerous: when one password leaks, attackers will try it on other websites too.
A password manager can generate unique, strong passwords and store them safely. You only need to remember one strong master password.
4. Turn on two-factor authentication (MFA)
Two-factor authentication, often called 2FA or MFA, adds an extra layer of security. Besides your password, you need for example a confirmation in an authenticator app.
It is a very valuable measure, especially for your e-mail, your Microsoft 365 or Google account, financial applications and other important systems. The Centre for Cybersecurity Belgium (CCB) recommends MFA as a key security measure for businesses.
5. Don't postpone updates
A message like "A new update is available" is easily dismissed. Yet updates don't just bring new features: they also fix security problems. So make sure that:
- computers update automatically;
- smartphones install updates;
- browsers are up to date;
- CMSs such as WordPress are maintained;
- plugins and themes are updated.
Installing updates is one of the basic measures that Belgian cybersecurity authorities recommend.
6. Make backups and test them
Having a backup is good. Knowing that you can actually restore it is even better. Ask yourself:
"What happens if tomorrow my computer, server or cloud environment is no longer available?"
A good backup strategy lets you recover your important data after a hardware failure, human error, ransomware attack or other incident. Also schedule regular tests of your backups.
7. Automate repetitive tasks
IT isn't only about security. Also look at the tasks you keep doing over and over, for example:
- standard e-mails;
- confirming appointments;
- following up on invoices;
- creating reports;
- copying data between programs;
- renaming files;
- archiving documents.
A simple automation can sometimes save you hours every week.
8. Use AI as a digital assistant
AI can already help with many daily tasks. Think of:
- writing a first draft of an e-mail;
- summarising texts;
- coming up with ideas for social media;
- structuring meeting notes;
- rewriting a text;
- preparing frequently asked questions.
The goal doesn't have to be replacing staff. Often the biggest gain is in speeding up small tasks that take a lot of time every day. Curious what that could mean for your business? Have a look at our AI solutions for SMEs.
9. Take a critical look at your software subscriptions
Review your software at least once a year.
- Are you still paying for programs that are hardly used?
- Do you have several tools that actually do the same thing?
- Do employees have licences they don't need?
An annual IT check can uncover a surprising amount of hidden costs.
10. Make someone responsible for IT
Even without an in-house IT department, it must be clear who is responsible.
- Who makes decisions during a cyberattack?
- Who manages the accounts?
- Who knows where the backups are?
- Who can immediately revoke an employee's access?
- Who contacts the IT partner when something goes wrong?
Clear responsibility prevents a lot of chaos when a problem occurs.
IT doesn't have to be complicated
A professional IT environment doesn't necessarily start with expensive software or complex systems. Start with the basics: overview, security, updates, backups and automation.
By paying regular attention to them, you avoid problems and create more room to focus on your business.
Practical checklist
Take 30 minutes today and check:
- Do I have an overview of my IT systems?
- Have old user accounts been removed?
- Do we use unique passwords?
- Is MFA turned on for important accounts?
- Are our systems up to date?
- Is our data backed up?
- Have we tested our backups?
- Are we paying for unused software?
- Can we automate repetitive tasks?
- Does everyone know who is responsible for IT?
Ten ticks? Then you already have a solid digital foundation.
Can't tick everything off yourself, or would you like someone to take a look with you? We're happy to do an IT check of your business. Get in touch and you'll hear from us within one working day.