It is essential that all personnel have all software and hardware needed for their roles and can access the needed information securely.
This will enable your organization to fulfill its goals.
This means that all the needed software, either for administrative tasks or language-related tasks, must be installed properly and that the hardware must be sufficient to run the software.
Avoid allocating powerful computers to those who do not need them, but also avoid giving old equipment to users who run demanding software. Don't use cracked licenses, which can limit working features. Ensure that no bloatware is installed, and that a suitable antivirus program is installed and activated. If a user experiences issues with their computer, do your best to solve the problem promptly, to make sure they can keep working on their tasks.
You first need to identify the right hardware for the user. See this resource.
Ask the user or their supervisor if they are going to use specific software. Take into account that some software is especially demanding of system resources - for example:
- FLEx
- Video editing software
- Illustration or graphic design apps
- Adobe products
Users who need this kind of software will need more RAM and sometimes a more powerful CPU.
Choose an SSD whenever possible, as the computer will seem to run faster.
Generally speaking, it is best to install computers using a written procedure, to ensure they are installed in a uniform way.
Update the computer with the latest version of the drivers. If you are using a Dell computer, install Dell Command Update to automatically install them. For an HP computer, install HP Support Assistant.
Installing PatchMyPC or another tool is also recommended to help you keep the software up to date while you do regular IT maintenance.
A best practice is to install software using the admin profile for all users.
However, a few pieces of software, like Zoom, need to be installed using the profile of the end user.
Make sure to use genuine licenses and to download the installation file from trusted sources. Install the software with the right language for the user interface.
Make sure to install all needed software, including those used by language workers. Configure these tools to guarantee they can be used successfully. Run the software from the user profile to check it works well with limited rights.
Go through any initial setup procedure, so the user does not have to.
Install office software programs, like LibreOffice (see webinar video Do we really need Office, see webinar video about Office 2019 installation), unless your entity has decided to rely on Google Workspace only.
Install email software like Thunderbird, unless your user accesses emails using the browser. Install communication software, such as Skype or Zoom.
Install the appropriate printers, and set the correct one as default.
If you use Bomgar, you may want to create a jump client specifying a Jump group. This way, when you install the clients, they will appear under the same group and you can update the Description for this computer in Bomgar to identify it more easily.
It’s always advisable to enable Restore Points. That will help you to roll out in case of a system crash.You can either use them while the system is running or through the Advanced startup environment in the pre-boot environment.
Make sure to fully update the system with Windows Updates before giving it to the user.
Consider running disk optimization.
Consider deploying BitLocker if this is a laptop and save the recovery information in a safe place, accessible by trusted staff.
If this is a replacement computer, make sure to back up any files that the user might have on their old computer, favorites, and signatures.
Do not let the user work with admin privileges for their daily work. You can create an admin profile to allow them to install software if needed, but they should normally work with a limited user account only, for security reasons.
Do your best to properly set up the user's desk environment. Use extension cords if needed to give the user more flexibility to design their workplace as they prefer. Adjust the cables properly, including those to the screen. Use plastic strips to make a proper installation.
Remember to update your inventory.
In industry it is quite common to use Computer Imaging to clone a master system to replicate on other computers. This is especially useful if you receive many computers of the same type (Brand and model). Software like CloneZilla (available for free) or Symantec Ghost (paid option) is used to clone the master system. It is important to prepare your master system before cloning it. Microsoft provides a utility called Sysprep to prepare the system. You can either run sysprep.exe in Graphical User Interface (GUI mode) or using the command line. The command used is: %WINDIR%\system32\sysprep\sysprep.exe /generalize /shutdown /oobe
Here are some training videos that might interest you