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How IT WorksManual

Basic IT policy

We know that IT policy might not be the most exciting thing on your to-do list, but it’s absolutely vital for keeping your business running smoothly and securely. For creative businesses, where innovation and collaboration are key, a clear and simple IT policy ensures your team can focus on what they do best without worrying about tech headaches.

At Systems&Smiles, we believe in straightforward, jargon-free solutions. This guide to Basic IT Policy is designed to set expectations, protect your company, and make your worklife easier—all while maintaining that creative flow.

Basic IT Policy for Creative Businesses

This policy sets out the essential guidelines to help you and your team navigate everyday IT use, ensuring efficiency and security.

Things to think about when creating your Basic IT Policy are;

1. How to Get Help

Who can your team reach out to if they’re having IT issues? If you have an IT support team, they are there to assist with questions or problems. Should you encounter an issue, don’t hesitate to reach out via the designated help desk channels. If you don’t have an IT department, it’s worth thinking about hiring outside help, like an IT management company. Learn more about that, here!

2. Your Devices

Company devices are assigned to employees to enable them to work effectively. Keep an inventory of who has what and please take care of them! If a device is lost or damaged, report it immediately so IT can lock it remotely or arrange a replacement. If you’re not sure where to start or what to buy, we can guide you through device procurement and maintenance.

Image Placeholder: Reporting Lost or Damaged Devices

3. Passwords

Your passwords are private—do not share them with anyone. Strong passwords keep company data safe. If you need help creating or managing them, contact IT for secure options like password managers.

4. Storage

  • Always save your work to the company server or cloud storage, not your desktop. This ensures everything is backed up and protected.
  • If your device storage exceeds 75%, you’ll receive a notification to free up space.
  • Need help with servers or cloud storage? We can help with that too!

5. Apps and Updates

  • Company devices can come pre-installed with necessary apps. But if you need additional software you can ask IT to handle the installation or check out one of our handy guides.
  • Operating system and app updates are usually automated to keep your devices secure and up-to-date, again, if you’re not sure, check out our guides.

Image Placeholder: Automatic App and OS Updates

6. Security and Privacy

Mobile Device Management (MDM) software can be used on company devices to:

  • Keep security consistent across all systems.
  • Ensure apps and operating systems are current.
  • Alert IT if storage is nearing capacity.

Important: MDM only applies to company-owned devices, and IT cannot see your personal data or location.

Why a Basic IT Policy Matters for Creative Businesses
Creative teams rely on tech to bring ideas to life. This policy isn’t about restrictions—it’s about empowerment. By setting clear guidelines, we create a secure, efficient foundation for innovation, ensuring your ideas and data are protected.

A solid Basic IT Policy is the cornerstone of a well-functioning workplace. For creative businesses, it’s especially critical to ensure that your tools, data, and team remain secure and efficient. At Systems&Smiles, we specialise in making IT simple and effective, so you can focus on your creative projects without distraction.

Need help implementing an IT policy or upgrading your current setup? Let us know—we’re here to support you every step of the way!

Photo by Mitchell Luo on Unsplash

S&S Systems:

Our solutions, rolled out in two phases, were game changers for a distributed workforce!. First, we consolidated disconnected platforms into Microsoft 365’s suite of apps. In Phase 2, new processes were designed for a 100% remote workforce in two countries. We automated and systematised all IT, from device purchasing to onboarding and offboarding.

S&S Smiles:

No more hassles keeping track of dispersed hardware.

Security risks of hardware floating around eliminated.

Expanded remote service to include localized repair options.

Cost and time savings.

S&S Systems:

Since innovation is foundational to our client’s business, they totally entrusted us to reimagine their IT from start to finish. We consolidated and streamlined systems, achieved cyber essentials certifications in 3 months, and implemented our zero-touch deployment of Macs and PCs, including architecture industry-specific software needs.

S&S Smiles:

No more friction and frustration, not to mention cost and time savings! IT went from being a nightmare to a dream – and now we’re working on an IT roadmap strategy to evaluate future hardware and software needs as well as optimize their IT infrastructure as they grow.

S&S Systems:

We automated and streamlined all things IT, from device purchasing and management to onboarding and offboarding to core app implementation (e.g., Google workspace, Slack, Vanta) and tackled SOC2 compliance from A to Z.

S&S Smiles:

Zero-touch Mac deployment is now a team crowd pleaser, not to mention the fancy IT and media kit we installed in their posh new offices that work seamlessly, especially during new business pitches! What’s more, no big brand prospect is off the table for our client now that their compliance issues are in-hand.