Loading post content...
Small Business IT Checklist for New Starters
A practical checklist for setting up staff devices, accounts, security and backups properly from day one.
# Small Business IT Checklist for New Starters
Taking on a new member of staff is exciting, but it can also expose gaps in your IT setup. A laptop is found at the last minute, passwords are shared over email, the printer refuses to connect and nobody is quite sure which accounts the new starter actually needs.
For small local businesses, a simple IT checklist can prevent a lot of stress. It helps new staff become productive sooner, keeps business data safer and avoids messy account problems later.
This guide is written for small businesses in the UK that want a practical, no-nonsense approach to setting up new starters.
## Start Before Their First Day
The best time to prepare IT for a new starter is before they arrive.
At least a few days beforehand, decide:
- What device they will use
- Which email account they need
- Which software they need
- Which files and folders they should access
- Whether they need remote access
- Whether they need a phone, headset or printer access
- Who will approve account permissions
Small businesses often grow organically, so it is common for IT access to be handled informally. That works for a while, but it becomes risky as the team grows.
## Prepare the Device Properly
Do not hand over an old laptop without checking it first.
Before a new starter uses a device, make sure it has:
- Current Windows or macOS updates
- Antivirus or endpoint protection enabled
- A working charger
- A clean user account
- Disk space available
- Required business apps installed
- A working webcam and microphone if needed
- BitLocker or device encryption where appropriate
If the device belonged to a previous employee, avoid simply changing the password and passing it on. Old profiles can contain personal files, browser history, saved passwords and account tokens.
A clean setup is usually safer.
## Create Named User Accounts
Every staff member should have their own account where possible.
Avoid:
- Shared email logins
- Shared Windows accounts
- Reusing old employee accounts
- Giving everyone admin rights
- Sending passwords in plain text
Named accounts make it easier to manage access, track activity and remove permissions when someone leaves.
For Microsoft 365 or Google Workspace, create the user properly and assign only the services they need. If they only need email and shared files, they may not need every available licence or admin permission.
## Use Strong Passwords and MFA
Multi-factor authentication, often called MFA or 2FA, should be enabled on important business accounts.
Priority accounts include:
- Email
- Microsoft 365 or Google Workspace
- Banking
- Website hosting
- Domain registrar
- Accounting software
- CRM or customer systems
- Social media accounts
Encourage staff to use strong unique passwords. A password manager can make this much easier, especially when several business systems are involved.
## Set Access Permissions Carefully
New staff should have enough access to do their job, but not more than they need.
Think about:
- Shared folders
- Customer records
- Accounts files
- HR documents
- Website admin access
- Social media access
- Cloud storage permissions
- Business apps
This is sometimes called least privilege. In plain English, it means people should not have access to sensitive files unless they actually need them.
Review access after the first few weeks. It is better to add permissions when needed than to give everything on day one and forget about it.
## Check Backups
New staff often create important work very quickly. Make sure their files are included in your backup process.
Check:
- Are desktop and document folders backed up?
- Are shared folders backed up?
- Is cloud storage syncing correctly?
- Can deleted files be recovered?
- Who checks backup reports?
For small businesses, backups should not depend on one person remembering to copy files to a USB drive. Automated backups are much safer.
## Connect Printers and Shared Devices
Printers, scanners and shared devices are easy to overlook.
Before the new starter begins work, test:
- Printing
- Scanning
- Shared drives
- Wi-Fi access
- VPN access if used
- VoIP or headset setup
- Any industry-specific software
This avoids the classic first-day problem where everything looks ready until the person tries to print, scan or join a call.
## Explain Security Basics
A short security handover is worthwhile.
Cover:
- How to spot phishing emails
- Who to ask before clicking suspicious links
- How to report a lost device
- Password manager use
- MFA prompts
- Safe use of public Wi-Fi
- Data handling expectations
Keep it simple. Staff do not need a technical lecture, but they do need to know what normal looks like and who to contact if something seems wrong.
## Document the Setup
Keep a basic record of what has been set up.
Include:
- Device name or serial number
- Assigned user
- Email address
- Software installed
- Licence assigned
- Shared folders granted
- Date issued
- Any admin permissions
This makes future support much easier. It also helps when someone changes role or leaves the business.
## Plan for Leavers Too
New starter setup and leaver processes go together.
If someone leaves, you should be able to:
- Disable their account
- Recover business files
- Remove email access
- Change shared passwords where needed
- Reassign licences
- Wipe or reset the device
- Remove remote access
If you do not know how you would do this today, it is worth reviewing now rather than during a stressful departure.
## FAQ
### Should every employee have their own email account?
Yes, where possible. Shared email accounts make security and accountability harder. Shared mailboxes can still be useful, but staff should sign in with their own accounts.
### Does a small business need Microsoft 365?
Not always, but Microsoft 365 is a common choice because it combines email, Office apps, OneDrive, Teams and admin controls. The right setup depends on how your business works.
### Should staff have admin rights on their laptops?
Usually not as standard. Admin rights can increase the risk of malware, accidental changes and unauthorised software installs.
## Conclusion
A new starter IT checklist helps small businesses avoid messy setups, weak security and first-day frustration. Prepare the device, create proper accounts, enable MFA, control access, check backups and document what has been issued.
DKOMS helps small businesses in Hemel Hempstead and Hertfordshire with new starter setups, Microsoft 365, device preparation, backups, cybersecurity and ongoing IT support. If your business is growing and the IT setup is starting to feel improvised, DKOMS can help put a practical process in place.
Contact DKOMS
Need help setting up new starters, devices, Microsoft 365 or secure business accounts? DKOMS can help.