Ever had that Monday morning panic when a new employee shows up and nobody knows what systems they need access to? Or that sinking feeling when you realize a departed employee still has access to critical company data?
Let's talk about Sarah's first day at a local marketing agency. Her manager assumed IT would set up her email. IT thought HR had requested the necessary software licenses. HR expected the manager to specify what tools she needed. Result? Sarah spent her first week unable to access basic systems, while three departments pointed fingers at each other.
Or take Mike's departure from his accounting firm. He had access to client financial data, cloud storage, billing systems, and social media accounts. Two months after he left, the company was still discovering accounts he had access to - simply because there was no clear list of what access he was given in the first place.
These aren't rare cases. They're everyday stories from businesses that thought they were too small or too busy to need formal IT procedures.
Here's what every modern business absolutely needs to have in place:
First up is the employee journey management. You need a clear checklist of every single system, tool, and permission a new hire needs before they start. More importantly, you need to know exactly who's responsible for each part. When they leave? Same thing in reverse - a complete shutdown procedure that ensures every single access point is closed.
Next comes the daily operations playbook. How does someone request new software? Who approves it? Who makes sure you're not paying for licenses you don't need anymore? What happens when someone's laptop dies or they need urgent access to a system? Without clear answers, you're just waiting for problems to happen.
Then there's the crucial documentation piece. Where are all your passwords stored? How do you share them safely? Where can employees find instructions for common procedures? Getting this right means the difference between smooth operations and constant interruptions.
Security procedures can't be ignored either. What happens if someone spots suspicious email activity? Who needs to know if a device goes missing? Having these procedures isn't about being paranoid - it's about being prepared.
Most importantly, you need clear ownership of these procedures. Someone needs to own the process, keep it updated, and make sure it's actually followed. Without this, even the best procedures are just documents gathering digital dust.
Let's be clear about what your business absolutely needs in place:
Onboarding & Offboarding Procedures
The foundation of any solid IT process. A step-by-step system that ensures new employees get exactly what they need on day one, and departing employees have all access properly removed. No guesswork, no forgotten accounts, no security risks.
Employee Management Procedures
A complete system for handling role changes, access modifications, and ongoing IT needs. Every tool, every permission - tracked and managed without missing a beat.
IT Support Process
A clear path for reporting issues, requesting help, and tracking resolution. No more confusion about who to ask or how to get help.
Software and Hardware Management
Smart processes for requesting, approving, and tracking technology resources. Know exactly what you have, who has it, and what it's costing you.
Access Control and Security
Rock-solid procedures for managing who can access what, when, and how. Keep your business secure without creating headaches.
Documentation Standards
Keep your knowledge organized and accessible. Save time, reduce errors, and make training easier.
Here's the surprising truth: implementing these procedures doesn't require expensive software or fancy tools. What you really need is expertise in setting them up correctly and training your team to follow them. Most businesses already have the basic tools they need - they just aren't using them effectively.
Having implemented these procedures for businesses of all sizes, we know what works and what doesn't. Our team doesn't just set up procedures - we work with you to build practical systems that match your business, train your team, and make sure everything runs smoothly, usually using tools you already have.
Ready to stop worrying about IT procedures? Let's have a chat about making your business run smoother. We've helped countless companies get their IT processes right without breaking the bank, and we'd love to share our expertise. Your time is valuable - let's make the most of it with a free consultation that could transform how your business handles IT.