Complete computer maintenance guide

Does your business have computers and computer hardware?

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If this is the case, like the overwhelming majority of French businesses, you need to make sure that this computer park remains in good working condition and efficient, so that your teams can carry out their missions.

This mission goes back to the computer maintenance, which is the subject of this article.

After a presentation of the concept and its challenges, you will see how computer maintenance is a importance for the performance of your professional activity.

Finally, we will discuss the central question of choosing between outsourcing and insourcing maintenance, as well as the best practices to be implemented.

Overview of computer maintenance

First, let's discover computer maintenance and its main challenges.

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Definition of computer maintenance

In the context of an organization, computer maintenance refers to all preventive and corrective actions aimed at ensuring the proper functioning of computer systems, hardware and software, as well as their updating and securing.

Its mission is also to optimize the performance of your company's computer equipment, and therefore has a direct link with the productivity of your teams.

Finally, at a time when the ecological crisis is unfortunately in full swing, computer maintenance makes it possible toExtend the life of your equipment, which is fully in line with a Green IT approach.

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Main challenges of computer maintenance

When approaching IT maintenance in a strategic way, the first decision to make is to make a choice between delegating this mission, or carrying it out internally. We'll talk about it again in the next part.

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Computer maintenance also comes in two levels of intervention, which it is important to clearly distinguish between:

• Preventive maintenance : this strategy aims to prevent breakdowns and malfunctions of computer equipment by carrying out regular planned interventions, such as checks, cleanings, software updates, replacements of worn parts, etc. The objective: minimize service interruptions and extend the life of equipment.

• Corrective maintenance: This type of maintenance consists of repairing computer equipment after a failure or malfunction has occurred. Its objective: to restore the normal functioning of the systems and to minimize disruptions for the company. These actions are generally not planned and are often carried out urgently.

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The Rzilient solution sets up preventive maintenance for your computer equipment, largely automated, avoiding situations of stress and blocking your activity.

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Preventive computer maintenance is an integral part of the more global concept of preventive management, whose general objective is toanticipate in order to better manage your activity.

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Typical examples of computer maintenance interventions

We have defined the concept of computer maintenance, but what concrete actions are taken care of by this function?

First example: the Resetting machines. At Rzilient, this part of the maintenance can be carried out in person or remotely. This type of action is particularly important in the context ofOffboarding employees.

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Other examples include:

• La Operating systems update ;
• The repair of computer equipment (for example, a change of batteries or other components);
• Management of computer failures;
• The repair and update of management software (cleaning, anti-virus, etc.).

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Discover all the richness of our outsourcing offer!

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Computer maintenance: crucial for your employees and your performance

Computer maintenance makes it possible to make your teams more serene and efficient on a daily basis, and has a real impact on the financial performance of your business !

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For your employees

Computer maintenance is very useful for save your teams time.

According to a Recent English study, employees lose an average of 46 minutes per day, or 24 working days per year, due to slowness and computer problems in their workplace.

The shock number! 28% of employees surveyed say they have to work overtime to make up for lost time related to IT.

This loss of time is problematic in itself, but it is also accompanied by unnecessary stress and, in the long run, can lead to the demotivation of your employees, if IT problems are recurrent.

To conclude, a first good reason to give due importance to computer maintenance: the productivity and well-being at work of your employees.

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For the performance of your business

And making your employees happy is generally positive for the performance of your company.

To take an example, starting from the figure of 24 working days lost per year, for a company with 70 employees, the financial loss is significant:

24 working days x 70 employees x 150 euros in remuneration (with employer contributions) per day = 252,000 euros lost per year!

Many entrepreneurs would be very happy to be able to add this amount to the net income of their business at the end of the year 🙂

Computer maintenance ensures other benefits for your business, including:

• Effective identification of the materials to be renewed;
• Guarantee of the protection of your company's important data (data related to customer projects, commercial information, personal data of your customers, etc.), thus strengthening your cybersecurity;
• Contribution of useful software innovations for your employees.

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Computer maintenance: internalize or delegate?

Is it better to carry out your IT maintenance in-house or to delegate this mission? That's what this game is about!

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Advantages and disadvantages of delegating computer maintenance

Rzilient is an outsourcing platform, offering a complete set of predictive and proactive maintenance actions.

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Here are the key benefits of outsourcing your IT maintenance:

• Benefit from more developed skills from a specialized service provider;
• Securing workstations (in particular if your service provider has a quality label, attesting to his professionalism and expertise)
• Achieve economies of scale and costs;
• Avoid having to recruit, train, pay and retain employees having the advanced computer skills necessary for computer maintenance (which translates into significant savings of time and money);
• Focus on the core business of your company;
• Ensuring a reliability in repair and maintenance of your computer equipment.

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Perhaps it is because we are convinced of the benefits of outsourcing outsourcing, and in particular by using Rzilient, that we had difficulty finding disadvantages to this choice. But there are some:

• Dependence on an external service provider;
• High cost of some IT providers (this is not the case with Rzilient, which offers you a monthly subscription, with unlimited support, at a very accessible rate).
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Advantages and disadvantages of internalizing computer maintenance

On the other hand, the internationalization of computer maintenance is also an option that many of you are considering or have even chosen.

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So what are the pros and cons of this organization?

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Advantages:

• Benefit from the personalization of IT management processes
• Have knowledge of the internal environment: applications, faults, organizations...

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Disadvantages:

• Human resources and training costs: Hiring and maintaining a specialized team is expensive, including regular training costs to stay up to date in an ever-changing field.
• Lack of flexibility and varied expertise: An internal team can be less flexible when faced with emerging technologies. In addition, some specific skills (advanced security, complex incident management) could be lacking, requiring the use of external service providers in addition.
• Dependence on limited staff: The availability of internal human resources sometimes limits responsiveness, especially in the event of leave or turnover, creating periods of vulnerability for the system.

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How is a computer maintenance collaboration set up?

Audit and needs analysis

The rzilient teams start each collaboration with a complete analysis of your needs, including an audit of the IT infrastructure (tools, software, hardware). This initial assessment makes it possible to define a precise strategy adapted to the specificities of each structure.

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Choice of the offer and signature of the contract

Based on the results of the audit, you choose from the available offers, with the possibility of adding specific options. The collaboration is formalized by the signing of the contract, including a clear commitment to the services offered.

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Onboarding on the Rzilient platform

Once the contract is signed, our dedicated team integrates you into the Rzilient platform. This onboarding includes connecting your current data (via SIRH, or importing your computer equipment inventory), configuring access and familiarizing yourself with management tools for a smooth and fast handling.

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Define automation and security rules

rzilient collaborates with you to establish automated rules for managing access (onboarding and offboarding), creating and closing accounts. These automated processes ensure the safety and efficiency of daily operations.

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Deploying MDM and security policies

If necessary, software for mobile device management (MDM) is deployed, accompanied by the security policies and automations defined previously. These devices protect data and digital assets centrally.

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Personalized follow-up with an account manager

A dedicated account manager then accompanies you in the regular monitoring of operations and performances. This personalized contact allows services to be adjusted according to changing needs and ensures continuous and responsive collaboration.

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Best practices in computer maintenance

Have you made the choice to outsource your IT maintenance?

If so, what are the key characteristics to look for in your outsourcing provider?

First of all let's mention the responsiveness, essential to guarantee the serenity of your teams.

La flexibility and adaptability to your professional context (for example: the size of your company, your technological environment, as well as practical aspects such as working hours) are also among the points to take into account.

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La cybersecurity has become a key issue for all companies, so data security management is also at the top of the criteria to be taken into account.

Finally, to save time on a daily basis, if possible, choose a computer maintenance offer 100% feasible remotely, offering the automation of a maximum of outsourcing tasks.

Computer maintenance, a driver of business performance

Whether it is by saving your teams time, by offering them hardware and software in good working order, or by avoiding investing in advanced IT skills, computer maintenance simply makes your business more efficient.

This indirectly results in a better ability to invest in the development of your business : hire, enrich your offer, do R&D, launch marketing campaigns...

Frequently asked questions about computer maintenance

What is the cost of outsourcing IT maintenance?

The cost depends on many factors: the size of your computer park, the services included (preventive maintenance, security management, etc.), and the complexity of your systems. In general, outsourcing can reduce costs by avoiding specific hires and benefiting from monthly rates. rzilient, for example, offers subscriptions adapted to all types of businesses, facilitating IT management without budgetary overload.

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How does computer maintenance contribute to data security?

Computer maintenance guarantees software updates, antivirus protection, and regular data backup, minimizing the risks of cyberattacks. Unpatched flaws are entry points for hackers, and a well-maintained park thus offers a reinforced barrier of protection. At Rzilient, we incorporate these protocols into our maintenance offerings, promoting a safe work environment.

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Can computer maintenance be carried out remotely?

Yes, and more and more service providers prefer this solution for its responsiveness. Remote maintenance allows you to perform updates, identify faults, and resolve minor incidents without interrupting your teams. Thanks to an online platform, Rzilient offers maintenance that is 100% accessible remotely, guaranteeing speed and efficiency.

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What are the risks of the absence of computer maintenance?

Without regular maintenance, the risk of breakdowns, data loss, and security breaches increases, which can seriously impact productivity. By neglecting maintenance, repair costs and the risks of business interruption multiply, jeopardizing the continuity of your business.

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