Best Practices Every System Admin Should Live By

Computer networks and systems have been compared to children, and with good reason. You need to watch them, take care of them, and if they act out, you need to find out what the problem was. A system admin is a wearer of many hats. You’ll have to be a carer, a doctor, a detective and an engineer, and more. You’ll also need to have a robust knowledge and understanding of IT system administration best practices. It’s a lot to get your head around, so let’s take you through the practices every good administrator should know.

What Does a System Administrator Do?

A system administrator is involved in the IT system process from the ground up. They’ll set up the computer and IT infrastructure, link devices, implement the software and regulate the network. If there are any glitches or errors that crop up within the network, the system administrator will investigate, and ultimately find and fix the issue. In simple terms, then, a system administrator takes care of the network and infrastructure that makes up an IT system, so no-one else has to.

Best Practices for IT Systems Administrators

Considering the role computers play in a business, being a system admin is a weighty responsibility. It includes a lot of planning and forethought, and staying organised is key. The role requires a skilled, thorough and hardworking individual. They’ll need to use best practice if to keep on top of their workload and system. Let’s walk you through some of these best practices below.

Be Approachable

The first skill all good system administrators need is to be approachable. Why is this listed as a best practice, you ask? Well, while a system admin is technically part of the IT department, their role actually involves all departments in a company. Because you’ll likely need to speak to every department at some point or another, it’s important to stay friendly and personable. If you’re known as someone who’s grumpy and unhelpful, it’ll be harder to find out what’s happening with the network. You also don’t want people to feel like they’d rather tinker with the system themselves, instead of speaking to you. That could lead to disaster! So, always be friendly, kind and approachable and it’ll help keep your system safe.

Implement a Ticketing System to Stay on Top of Jobs

At times, it can seem like system errors are coming in thick and fast. To keep on top of the different jobs, you’ll need to implement some sort of ticketing system. When each job has a number, you’ll be able to prioritise them. You’ll also be able to treat users fairly. Fixing errors on a first come, first served basis means there’s no risk of favouritism, either (something you’ll need to avoid at all cost).

Back Everything Up for Data Disasters

A wildfire rages through your company’s building. A cyclone rips through it. Or perhaps your data is somehow completely wiped. For times like this, which could very well happen, you need to have your data fully and regularly backed up. While the devastation of a natural disaster or hacking incident, for example, will certainly cause your business problems, loss of data need not be one of them. When your company’s heartbeat is backed up, you can pick up where you left off.

Automate Processes When Practical

For a system to run smoothly and efficiently, there are tons of processes involved along the way. To make life easier for you and your team, and to avoid forgetting completely, automate what you can. It’ll save you time, and means your system can tick along in the background while you do other things.

Maintain an Even Climate

Just like toddlers when they’ve run around for too long, computer servers and equipment start to act up when they get too hot and bothered. As you’ll know, computer systems generate heat. If that heat builds up in a server room, for example, it could cause a system meltdown (literally). To avoid losing your data to a server room fire, make sure your company invests in a cooling system. Regularly check the temperature of the rooms and cupboard where the different components of your computer network are stored. If you find the temperature creeping up too high, cool it down as soon as possible to save your system.

Monitor Your Various Data Systems

Don’t take an ‘I’ll believe it when I see it’ approach to your IT system. Rather than waiting for preventable errors to occur, keep an eye on your network. Read your system log files, and see if you can spot and fix potential issues before they happen.

Set Up Rigorous Security Measures

Build into the job of system admin is the role of security systems administrator. You need to implement and maintain a strong security system on your computer network. You’ll also need to train your IT staff on how to navigate them. Make users adopt strong passwords, and employ two-step verification for users and new devices. It’s far better to be safe than sorry, so take the time to amp up your network protection.

Grant and Restrict System Access Privileges

Users in different departments, or in different roles, won’t need access to all the same information and data. To keep your network secure, grant usage and access privileges to the users who need them. Protecting sensitive company information and employee data is a must, so restrict access rights to those who don’t need to know.

Leave Bookmarks in Your Resolution Process

As you’re fixing a system issue, it’s good to keep tabs on where you are through the process. For complex problems, you may need to dial back a few stages and start again. To avoid forgetting what you’ve already done, make notes through your process. This will help remind you what you did at each stage. And next time the issue arises, you’ll better be able to fix it.

Keep a Paper Log of Errors and Fixes

This is a similar best practice to the bookmarks above, but this is more of a ‘”system admin diary,” if you like. Each time a tricky or new problem crops up, keep notes on what the issue was, why it happened, and how you solved it. Not only does this help you the next time this issue crops up, but you’ll be able to use it when training IT staff on problem-solving and troubleshooting the system in the future.

Run Regular System Updates

This one may seem like a no-brainer, but it’s so important it has to be included. System updates are important; they include improvements to software and processes, but they can also protect against new bugs and system threats. Set a regular update schedule for your company, and let users know before each one. You should also keep an eye on exactly what each update includes; you may need to break with routine and update sooner if there’s a threat you need to protect against.

Keep Users Up-to-Date and Informed of User Best Practice

There’s best practice for system administrators, and there’s best practice for users. To keep the system up to date, help users to understand what they can do to help lessen threats and security breaches. Explain users should lock their screens when they’re away from their desks. Tell them to run updates when prompted. And give them tips on how to choose and use a strong password. You can educate users on these by sending out regular and informative emails, for example once a month. When you notice things slipping, or errors being made, send out prompt reminders to keep everyone on track for system safety.

Train Your IT Staff

They say if you give a man a fish, he’ll eat for a day, but teach a man to fish and he’ll eat for a lifetime. The same is true when it comes to your IT system, and the IT staff in your team. If you’re part of a medium to large company, you’ll likely have a few staff members in the IT department. Use your kind, personable and approachable personality to educate and train your team on how to look after the computer network. Each computer system is different. Even if staff members have knowledge of a previous network, you’ll need to show them the intricacies of this one. Train them on the best practices you follow, and you’ll make sure your IT support team can be as helpful as possible to the company you work for.

Best Practices Any System Admin Should Live By

A system admin has a busy and responsible role. After all, in our modern data-driven age, a company’s heartbeat is its computer network. After a system is installed, up and running, there are many best practices you’ll need to know. It’s important to be approachable, so fellow staff members know they can call on you when they have network issues. Staying organised and on top of job requests will help you be chilled and efficient. Are you an IT manager looking for a skilled systems administrator to work with your company? Then contact us today, and let us find you the perfect fit for your business.