How to Develop a Hardware Maintenance Schedule

Regular hardware maintenance schedules keep your car running smoothly and help prevent serious, expensive repairs. Similar to cars your servers, computers, and phones all need maintenance in order to function optimally. But developing a regular maintenance schedule for enterprise equipment can be slightly more challenging than following a manufacturer’s manual.

Scheduling around business needs and employee demands presents the biggest challenge. Employees need access to their devices in order to remain productive, business goals need to be met on time, and downtime can result in lost revenue and frustration – both on the staff side and the client side. Here are a few tips that can help you get started with implementing regularly scheduled maintenance.

Start by providing advanced notice.

If you are interested in developing an ongoing maintenance schedule for your business, make sure you communicate with employees ahead of time. If the date is set, consider sending regular announcements out about the schedule and the reasons for the maintenance beginning several months in advance. Be as communicative as possible by sending multiple messages over the course of a few months. This will give employees ample time to prepare for any downtime they may experience with hardware maintenance. It’s also important to send multiple reminders the week of the work being performed, to ensure that it stays top of mind with your employees. By the time the date rolls around, both employees and clients will be prepared for the changes.

Consider scheduling maintenance in off-hours.

Sometimes businesses simply can’t afford any downtime. This is especially true at busy times of year. If you are unable to schedule hardware maintenance during typical business hours, consider making updates and upgrades during off hours. There are several advantages to this approach. Downtime will be minimal, employees won’t be frustrated because their day has been interrupted by updates, and clients won’t be affected. Of course, this may mean your IT department needs to work overtime or during the weekend in order to make the changes. Just make sure they are willing to do this and that there’s room in the budget for the extra hours.

Coordinate with employees based on their schedules.

Another approach to establishing a server maintenance schedule is working with employees. For example, you may want to give your team a window of a couple weeks and ask them to identify a time that worksbest with their schedule. That way, instead of experiencing designated across-the-board outages, they are able to set up a time that’s convenient for them (such as during a regularly scheduled meeting when they don’t need to be connected). This approach may be more of a scheduling headache overall, but it will help alleviate a lot of the employee frustration that would come along with designating a mandatory hardware maintenance day. Downtime can be aligned with their schedule.

It goes without saying that your car needs maintenance. But so do your computers, servers, and phones. Establishing a maintenance schedule at your company can be challenging. Typically, there is some downtime associated with scheduled maintenance, which can affect employee productivity and client relations.

If you’re in thinking about setting up a regular maintenance schedule, consider giving employees several months of advanced notice, scheduling downtime during off-hours, or coordinating with employees based on their schedules. These approaches can help you alleviate some of the frustration that might come along with routine maintenance.