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ing help desk personnel with daily and weekly statistics helps keep the group focused, motivated, and goal-oriented. It also offers management the feedback required to judge performance of IT staffers during regular reviews.
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There are many ways to make your corporate policies known. Some organizations actually include this information with the typical human resources paperwork that employees must complete before joining with a company. It is important that users are aware of the very real dangers of losing data. Remind users periodically that losing all the information on their hard drives could cause a lot of unnecessary work. Once you come up with your backup strategy, it s important to make sure that all who are affected by it are aware of the limitations. Users should know, for example, whether or not their local workstations are being backed up. If so, they should know how often this might occur. If not, they should be given proper procedures. Users should be made aware that protecting information is everyone s responsibility. Just as they would lock filing cabinets in which sensitive information resides, they should be aware of several other policies: w Passwords should not be easy to find. Users should not write their passwords on sticky notes and store them on their monitors or under their keyboards. Passwords should not be easy to guess. By far, the most common method of security in current networked environments involves usernames and passwords. If not properly instructed otherwise, users will often choose passwords that are easy to guess. If I were trying to guess a password, I would start by using personal names the names of family members or pets. Password-cracking utilities do the same thing, using dictionary-based algorithms. Proprietary data belongs to the company. Users should be made aware that information stored on company resources is the property of the organization, not the individual who created it. Based on this, IT departments have the right to manage the information as they see fit.
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There are many ways to publicize policies. Perhaps the most traditional (and potentially inefficient) is the standard method of handing out procedure handbooks to employees. There are probably better ways, though. Posting information on the company s intranet and sending occasional reminders to users can also be very helpful, as long as the information is maintained and revised as necessary. Better yet, if time permits, hands-on classes that end with users signing acknowledgement sheets can ensure that the information is conveyed effectively.
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For many users, the functions and responsibilities of IT are enigmatic. A typical workstation user is not interested in the routers and servers that must be working in order for them to do their jobs. That s one reason that IT-related problems can be so frustrating. By keeping users informed, you can avoid surprises and prevent many calls to the help desk. You will also give those who are affected by IT s actions time to make alternate plans. These simple practices can improve your users customer service experiences, and thus help improve their perception of your IT department. When problems occur, our reflex is to correct it. Often, we hope that nobody is adversely affected, and handle any issues through the help desk. While this is certainly one approach, it is much better to notify users of unplanned downtime after it occurs and to keep them informed of any issues related to incomplete backups. By doing this, you can avoid having to make excuses later.
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Managing security and user permissions can often be a touchy subject for all who are involved. Employees may feel that they are not trusted if you limit their user access permissions. Explaining the real reasons for limiting permissions protecting accidental or malicious data loss can sometimes be the cure. However, there will still be political barriers. Creating new user accounts and changing passwords are permissions given to administrators by default, and they will undoubtedly create test accounts that may have weak passwords. Restricting permissions to only those who are needed to complete job functions can help prevent sloppy security implementations.
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