As we wrap up 2025, it’s the perfect time to give your technology a tune-up. Think of it like getting your car serviced before a long trip. A little attention now prevents headaches later.
We’ve put together a straightforward checklist to help you close out the year with your IT house in order. No technical jargon, just practical steps that protect your business and set you up for success in the new year.
- Back Up Everything (Yes, Everything)
Your data is your business. Customer records, financial files, project documents—losing any of it could be devastating.
- Verify that all your automatic backups are actually running. It’s easy to assume they’re working without checking.
- Test your backups by restoring a few files. A backup you can’t restore isn’t really a backup.
- Make sure you have both onsite and offsite copies. If something happens to your building, you’ll still have your data.
- Document where everything is backed up and who can access it in an emergency.
If you haven’t looked at your backup system in six months, now’s the time. We’ve seen too many businesses discover their backups weren’t working only when they needed them most.
- Update Your Software and Systems
Outdated software is like leaving your front door unlocked. Those updates aren’t just about new features, they fix security vulnerabilities that hackers actively exploit.
- Install all pending updates for your operating systems, applications, and firmware.
- Replace any software that’s no longer supported by the manufacturer. If they’re not sending updates anymore, it’s not secure.
- Check that your antivirus and security software is current and running on all devices.
- Don’t forget about printers, routers, and other hardware. They need updates too.
Set aside a maintenance window (maybe a weekend or slow day) to handle updates. Some will require restarts, and it’s better to plan for that than be surprised.
- Review Your Cybersecurity Protections
Cyber threats evolve constantly. What protected you last January might not be enough today.
- Review who has access to what. Remove accounts for former employees and contractors.
- Check that multi-factor authentication is enabled everywhere possible, especially for email, banking, and critical systems.
- Test your spam filters. If suspicious emails are getting through, it’s time to adjust settings.
- Make sure your firewall is properly configured and your network is segmented appropriately.
- Review your cyber insurance policy to confirm your coverage matches your current operations.
This is also a good time to run a phishing simulation with your team. It’s a low-stakes way to remind everyone to stay alert.
- Train Your Team on Security Best Practices
Your technology is only as secure as the people using it. One clicked link or weak password can undo all your other protections.
- Hold a brief security refresher meeting.
- Cover the basics: recognizing phishing emails, creating strong passwords, and reporting suspicious activity.
- Remind everyone about your policies for handling sensitive data.
- Make sure new hires who joined during the year get the same training.
Keep it conversational and relevant. Real-world examples resonate more than abstract threats.
- Clean Up Your Digital House
Clutter slows you down and creates security risks. Old accounts and unused software are just more things to maintain and protect.
- Remove software you’re no longer using.
- Delete or archive old accounts and user profiles.
- Clean up file shares. Organize, archive old projects, and delete what you don’t need.
- Review your vendor accounts and subscriptions. Cancel what you’re not using.
- Clear out old email archives (while keeping what you need for records retention).
If you’re not sure whether to delete something, archive it instead. You can always retrieve it if needed.
- Review Your Disaster Recovery Plan
When something goes wrong, you don’t want to be making decisions on the fly. A plan helps you respond quickly and minimize disruption.
- Review and update your disaster recovery documentation.
- Make sure key contacts are current (IT support, vendors, insurance, etc.).
- Verify that critical staff know where to find the plan and what their roles are.
- Test a scenario. Even a tabletop exercise helps identify gaps.
Your plan should answer: Who do we call? How do we communicate? What gets restored first? If it doesn’t answer those questions, it needs work.
- Audit Your Hardware and Licenses
You can’t protect or maintain what you don’t know you have. Plus, staying compliant with software licenses avoids costly audits.
- Create or update your hardware inventory (computers, servers, network equipment, mobile devices).
- Document software licenses and compare them to what’s actually installed.
- Identify equipment that needs replacing in the coming year and budget accordingly.
- Check warranties and support contracts. Note what expires soon.
Most computers have a 3 to 5-year useful life. If yours are older, factor replacements into your 2026 budget.
- Review Access and Permissions
Over time, people accumulate access they no longer need. Limiting access to only what’s necessary reduces risk.
- Review administrative privileges. Does everyone who has them still need them?
- Check file and folder permissions to ensure people can access what they need, but not more.
- Verify that shared accounts (if you have any) are protected and monitored.
- Update your password policy and remind everyone to use strong, unique passwords.
If someone changes roles during the year, their access should change too. Now’s the time to catch anything that was missed.
- Test Your Communication Systems
When there’s an IT issue or emergency, you need to be able to reach your team and they need to reach you.
- Test your backup communication methods (if your email goes down, how will you communicate?).
- Verify that phone systems, video conferencing, and chat platforms are working properly.
- Make sure remote access tools are functioning for anyone who works from home.
- Update emergency contact lists.
Consider having a non-work channel for emergencies, like a group text thread with leadership.
- Plan for Next Year
Technology planning helps you budget appropriately and avoid surprises.
- Identify any major technology initiatives for 2026.
- Budget for known needs: hardware replacements, software renewals, new tools.
- Schedule regular maintenance windows throughout the year.
- Set dates for quarterly security reviews.
If you’re not sure what you’ll need, that’s exactly what we help with. A quick planning conversation now saves scrambling later.
Need a Hand?
If this list feels overwhelming, you’re not alone. That’s exactly why we’re here. Whether you need help working through this checklist or want to set up a comprehensive year-end review, we’re happy to help.
Think of us as your partner in keeping your business running smoothly. We handle the technology so you can focus on what you do best.