Small Business Diagnostic - SBMS



| |2011 |

| |SBMS Experienced Business Mentors (c)|

| |2011 |

| | |

|[pic] | |

|[Business I.T. Checklist] |

|Information Technology & computer systems |

[pic] 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.

|Business name: |Date |

|(or trading as ….) | |

|& Contact Number | |

| |Referral 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 register | 1 2 3 4 5 |

| |Poor Average Good |

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

| |Poor Average Good |

|Someone is responsible for ensuring that all passwords to business-critical files are maintained | 1 2 3 4 5 |

|in a central database |Poor Average Good |

|All network passwords are changed regularly – at least every 3 months – and there is a policy | 1 2 3 4 5 |

|enforcing minimal password complexity |Poor Average Good |

|Staff only have access to the shared data they need for their jobs | 1 2 3 4 5 |

| |Poor Average Good |

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

| |Poor Average Good |

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

| |Poor Average Good |

|Staff are not allowed to install additional software without authorisation | 1 2 3 4 5 |

| |Poor Average Good |

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

| |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 |

| |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 email folders | 1 2 3 4 5 |

| |Poor Average Good |

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

| |Poor Average Good |

|SUPPORT | |

|Someone is responsible for maintaining a register of software installed on all machines | 1 2 3 4 5 |

| |Poor Average Good |

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

| |Poor Average Good |

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

| |Poor Average Good |

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

| |Poor Average Good |

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

|computers |Poor Average Good |

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

| |Poor Average Good |

|If there is no in-house IT expert, then a reputable external firm has been engaged to carry out | 1 2 3 4 5 |

|support as well as resolving IT problems |Poor Average Good |

|TRAINING | |

|Staff have received appropriate training for the software and IT equipment they need to use to do | 1 2 3 4 5 |

|their jobs |Poor Average Good |

|Someone is responsible for training new staff in the IT procedures | 1 2 3 4 5 |

| |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?

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

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

What are your Key Business Objectives?

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

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

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

I.T. SUMMARY SHEET

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|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) |

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SUGGESTED TASKS & STRATEGY SCHEDULE

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|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. |

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|Priority category names |SUGGESTED TASK/STRATEGY (IN BRIEF – POINT FORM) |COUNSELLOR TO ASSIST |

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CLIENT’S OWN STRATEGY SCHEDULE

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|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 TO ASSIST |COMPLETION DATE |

|(MONTH/YEAR ) | | | |

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