As your company evolves and new technology emerges, you’ll eventually have to upgrade your office electronic devices or purchase new devices to new employees. While it may seem simple to buy new desktops and laptops, onboarding new devices to your business’ network takes some work and also allows you to set up preventative measures.
Before giving employees access to new office computers, have your IT team do the following:
#1. Install Updates and Uninstall Unnecessary Programs
Even though you’ve purchased new office computers, you’ll still have to run software updates before using them. The companies that sell electronic devices periodically update all of their operating systems (OS) and a major update could have occurred between the computers’ manufacturing and your purchase. It’s crucial to run these updates since they contain important fixes and improve the security performance of devices.
You’ll also want to uninstall any unnecessary default programs. Doing so will free up space on each computer hard drive.
#2. Set Up Updates, Backups, and a Recovery Drive
Anytime you purchase new desktops or laptops for the office, your IT team should set up preventative measures to protect business assets and sensitive data. Computers have built-in programs for automatic updates and backups. By automating these procedures, it takes the responsibility out of the hands of individual employees. Also, be sure to have recovery drives set up for every computer.
#3. Invest in Endpoint Protection For Your Network
The more devices connected to a network, the higher the risk of security breaches. When you purchase new computers or invite employees to use their own mobile devices, you create more network “endpoints” that cybercriminals can attack. Endpoint Protection Platforms (EPP) provide comprehensive security by monitoring each device with access to your organizations’ network. If you’re replacing old computers or expanding the number of devices at your office, it’s a great time to find platforms for VMware endpoint security. An EPP can detect cybercrimes, prevent malware attacks, and encrypt devices.
Why is it so important to invest in comprehensive cybersecurity platforms? Unfortunately, cyber threats are on the rise, and businesses of any size are targets for cybercriminals. Research shows that on average, cyberattacks cost businesses of all sizes $200,000, and 60 percent of businesses go under within six weeks of an attack. When it comes to cybersecurity, the price of network protection shies in comparison to the possible financial damage of malware and ransomware.
#4. Backup and Transfer Files from Old Computer
When any employee switches over to a new desktop or laptop, they’ll have to transfer all the essential files stored on their old device. To prevent losing any data during a transfer, your employees should always back up their files with one or more of the following methods:
- External Drives- Though external hard drives can get pricey, it’s never a bad idea to have physical copies of important files. Especially if you use external drives with lightning connectors, transferring files from one computer to another is a quick and easy process.
- Cloud Storage- Instead of purchasing a physical storage device, you can opt for online alternatives. For a monthly or annual fee, many cloud storage service providers allow you to store data online and access it from any device.
- LAN– Local area networks allow you to browse files on a computer’s hard drive from another computer connected to the network.
- Transfer Cables– Using transfer cables is a straightforward, inexpensive way to transfer files. However, this process can take a long time and generally isn’t practical if you have to transfer data from numerous devices.
#5. Set the Standards
Buying new hardware presents an excellent opportunity to retrain employees on proper tech usage and maintenance. Before releasing the new desktops or laptops for use, refresh employees on the following:
- Proper file saving practices
- Device and account password security
- Rules for personal devices and remote work
- Recognizing phishing emails and other common scams
Making the Transition
With each of these tasks completed, you’re finally ready to grant employees access to their new work devices. As staff members transition to using their new desktops or laptops, make sure your IT team remains available to troubleshoot any issues.