Most computer problems in a small office can be prevented. A little regular maintenance keeps machines fast, secure and reliable, and it costs far less than emergency repairs. The checklist below can be followed by any office, with no special tools.
Weekly tasks
- Restart every computer. A restart clears memory and allows updates to finish installing.
- Confirm that backups ran. A backup that has silently failed is discovered too late.
- Check security software. Protection should be switched on and up to date on every machine.
Monthly tasks
- Install operating system and software updates. Updates close security gaps that attackers rely on.
- Check free disk space. At least 15 to 20 percent of each drive should be free.
- Review start-up programs. Programs that are not needed at start-up should be disabled.
- Remove unused software. Old programs take up space and can carry security risks.
- Run a full malware scan.
Quarterly tasks
- Test a restore from backup. One file should be restored, to prove that the backup works.
- Clean the hardware. Dust in vents and fans causes overheating, which shortens the life of a machine.
- Check the health of each drive. Early warning signs can be read before a drive fails.
- Review user accounts. Accounts of staff who have left should be removed.
- Check power protection. Surge protectors and UPS batteries should be tested, as power cuts and surges damage equipment.
Yearly tasks
- Review the age of each machine. Computers older than five years should be assessed for upgrade or replacement.
- Review software licences. Unused licences can be cancelled, and missing ones corrected.
- Update the equipment list. A simple record of each machine, its age and its user makes planning far easier.
Signs that a computer needs attention now
- Start-up takes several minutes.
- Clicking or grinding noises come from the machine.
- The computer freezes or restarts on its own.
- Warnings appear about disk errors or low memory.
- Unknown programs or pop-ups appear.
Clicking noises from a hard drive should be treated as urgent. The data should be backed up at once, as the drive may be close to failure.
Making maintenance routine
The checklist works best when one person is made responsible for it, and when the tasks are placed in a calendar. For offices without the time to do this, maintenance can be handled under a service level agreement.
Help from our Victoria Falls team
If the work would be better handled by someone else, it can be passed to our team. One office computer can be assessed free of charge, and clear advice will be given on whether to upgrade or replace it. More detail is given on our computer support and upgrades in Victoria Falls page.