Effective IT Setups: A Human-First Approach for Agencies

Setting up new computers or managing offboarding processes isn’t just about installing software – it’s about clear communication, thorough documentation, and an understanding of your unique requirements. At Cubit Technology, we believe IT support is a human service: people supporting people.

Key Steps in Setting Up a New Computer

A smooth setup process starts with a well-defined checklist. Here’s an overview of the typical steps:

• Prepare the Device: Unbox, set up the hardware, and install the operating system (Windows or macOS).
• Enroll in Device Management: Use tools like Datto or Addigy to handle backups, remote management, and initial configurations.
• Enroll in Intune (if applicable): For Microsoft-based environments, Intune helps apply security policies and push necessary apps.
• Set Up User Accounts and Email: Create accounts via Active Directory or other directory services and configure email (Office 365 or Google Workspace).
• Install Required Software: Automate application installations using Intune or Addigy, covering essentials like Microsoft Office and antivirus.
• Back Up User Files: Configure OneDrive or Google Drive to securely store user data.
• Configure Security: Enable encryption, enforce password policies, and set up multi-factor authentication (MFA).
• Network and Connectivity: Configure Wi-Fi and VPN settings, then test connectivity.
• Handover: Guide the new starter through logging in and accessing their files.

This structured process helps to reduce delays and oversight.

 

Common Challenges and Delays

Despite clear procedures, a few issues may arise:

• Network Variability: Slow or unstable internet connections can delay updates and software installations.
• Lack of Clarity: Missing or unclear software and hardware requirements may cause unforeseen delays.
• Compatibility Issues: Differences between operating systems or hardware can lead to unexpected troubleshooting.
• Remote Troubleshooting: The inability to physically access the device can slow down problem resolution.

Understanding these challenges helps both IT teams and clients plan for potential delays.

 

The Impact of Early Communication

Timely and detailed communication from clients is critical. When we know the full requirements in advance, we can:

• Clarify Software Needs: Prepare the necessary applications ahead of time.
• Pre-configure User Accounts: Set up access and permissions so that new starters can work from day one.
• Plan Network and Security: Ensure the correct network settings and security measures are in place.
• Reduce Troubleshooting: Anticipate and resolve issues before they become delays.

This approach not only minimises delays but also contributes to a smoother transition.

 

The Role of Documentation

Good documentation is the backbone of a successful setup process. It serves several purposes:

• Clarifies Requirements: Written details prevent misunderstandings and ensure that nothing is missed.
• Provides a Checklist: A detailed guide covering everything from device enrolment to security configurations ensures consistency.
• Aids Troubleshooting: Accurate records help quickly resolve any issues that arise.
• Ensures Compliance: Up-to-date documentation supports adherence to internal policies and industry regulations.

We maintain our guides in a secure platform, regularly updating them to reflect any changes in client needs or new industry practices.

 

Employee Offboarding: A Matter of Security

Disclosing when an employee is leaving is crucial. Early notification allows us to:

• Revoke Access: Ensure that all accounts and systems are promptly deactivated.
• Recover and Secure Data: Safeguard important information before it’s lost or misused.
• Reallocate Licences: Free up resources, such as Office 365 licences, for new starters.

For example, we once encountered delays in reassigning an Office 365 licence because a departing employee’s status was not communicated in time. This oversight not only delayed the new starter’s account setup but also posed a security risk.

 

Practical Tips for Smoother PC Setups

To ensure the process runs as efficiently as possible, clients can help by:

• Providing Sufficient Notice: Inform us well in advance of new starters or leavers.
• Avoiding Outdated Equipment: Use reliable, up-to-date hardware to prevent compatibility issues.
• Ensuring Availability: Make sure the designated person is available during the initial setup.
• Connecting Devices Online: Ensure existing devices are online and accessible for remote updates.
• Communicating Clearly: Provide detailed lists of required software and hardware from the outset.

These steps help streamline the setup process, reducing downtime and avoiding unnecessary complications.

If you’d like to understand more about our process or have any questions, please feel free to get in touch.