Small Business Diagnostic

2011
/ SBMS Experienced Business Mentors (c) 2011
[Business I.T. Checklist]
Information Technology & computer systems

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:

(or trading as ….)
& Contact Number / Date
Referral Number

Assessed by:

(Person filling out diagnostic) / Mentor

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 in a central database / 1 2 3 4 5
Poor Average Good
All network passwords are changed regularly – at least every 3 months – and there is a policy enforcing minimal password complexity / 1 2 3 4 5
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 computers / 1 2 3 4 5
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 support as well as resolving IT problems / 1 2 3 4 5
Poor Average Good
TRAINING
Staff have received appropriate training for the software and IT equipment they need to use to do their jobs / 1 2 3 4 5
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

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

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

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)

SUGGESTED TASKS & STRATEGY SCHEDULE

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.
Priority category names / Suggested task/strategy (in brief – point form) / Counsellor to assist

CLIENT’S OWN STRATEGY SCHEDULE

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
(month/year ) / Task to tackle / Counsellor to assist / Completion date
SBMS Experienced Business Mentors (c) 2011 / 2