Hiring a new team member, we assign him IT device based on his job role. These devices can be desktop computer, laptop, phones, or other IT devices with connectivity to systems.
First step of IT is getting Devices Setup.
Assigning a computer to a new team member means to have his desktop ready with applications used in business and with information access as per his job role, which he would need to complete day to day tasks. Computers have few different kinds of applications which need to be configured.
Operating System: Operating system is what makes computer applications work that includes Microsoft operating system such as Windows 7, Windows 8 and 10 now. These come preinstalled on most computers when we buy them for business. One point to remember is to make correct choice between home version of Microsoft and Professional depending on your IT setup. Further if you have server environment computer needs to be added to your network system.
System Application Add On: Once we have a new system it comes with web browser and some basic applications these need to be updated with Microsoft security for important updates. Further applications need to be added for Adobe to read PDF, Silverlight, Java, and other third party applications to Microsoft OS to make website come to life and your business applications to function.
Business Application: These applications using which new team member would complete their tasks and would access client information. Depending on industry we have multiple applications to get business tasks completed and measured for various purposes. This can be run over various platforms including in-house system, Cloud, or SaaS platforms. All depends on the IT system choices your business has made.
Data access and configuration: Next most important step is to add and provide access to company information via shared computer drives or cloud system. A good thing to remember here would be to define computer and network access you want to provide for each job role or as per your business processes.
Printers and Scanners: Final step is to define need of printers and scan settings to find and confirm all functionality of the system is available to the new user.
New business devices such as smartphones and tablets can be configured, if centralized IT systems are being used or need to be configured. User Access to business IT systems depends on devices a person uses.
Let’s look at some different types of team members we have with need of using systems and we would try and define different access systems that can be provided to the user depending on the location he is working from and access which can be provided.
Office Desktop User: Anyone who only works from office is a desktop user as per IT. The best way to have the user setup is with two screens (so he feels nice working on the system), with a fixed computer system. This way his computer is always setup for his use when he wants to use it with phone systems and cup of coffee next to his desk. For configuration, Security can be configured for only within the network access to systems, computer software installation and hardware use rights.
Any laptop being used with the office over Wi-Fi or cabled network becomes a part of the network similar to office desktop user.
Remote Users – There are a few different kinds of remote users, for explanation purposes we will try defining access to business IT from remote places depending on device a person uses. Remotely means anyone who is working out of the location where IT or server or main application systems are located. If the IT systems are hosted over cloud they can be accessed virtually from anywhere you have internet access.
Laptop Users: Anyone with a laptop working on road needs most business applications that a desktop user would need. While on the move they mostly use laptop to pull business information or files while accessing their emails and contacts over the phone. These users can have multiple access to business IT network depending on the business need.
One way to work for laptop users out of the office is creating VPN (Virtual Private Network). This can be configured on laptop to access business IT network where all applications are running centrally and shared files access is available from your office private network. When a user is setup for VPN he has all the access he would have being in the office, after making a VPN connection and authenticating with IT systems. These settings can be controlled centrally using cloud or in-house server systems. When a user connects via VPN computer acts as if the person is physically connected at office location having a secure connection over internet. This option can work well with users working in good connectivity area with LTE or 3G or home office Wi-Fi.
Remote Desktop: Works best for Office Computer Users, who need access to their desktop once in a while working from home, or from anywhere they have internet access even half way across the globe. This option also works great for anyone who needs to work or wants to work on one computer to make his life easier (if it helps). With specific Microsoft versions of Business Server these options are available under Remote Web Workplace (RWW) which can be configured for each user if required.
Mobile User: Anyone who uses mobile phone for business communication including smartphones and tablets can be categorized as a mobile user. With smart phone available today, most of us use them from time we get up in the morning to when we go to sleep. Few applications which a mobile user would need configured are emails, contacts, calendar sync to always know how his day looks like and be updated.
There can be a lot more tasks remote users can get done on smartphones. From accessing your office computer on 5 inch screen or have access to company files with security it needs. Download eBook for Integrated IT to know more about making systems accessible from how you work day to day.
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