Creating a crib sheet

A key element of every IT manager's tool kit is a comprehensive listing of information about the software, hardware and service providers associated with his network. Home-based business owners must create a similar listing to avoid lengthy downtime when trouble occurs.

Something as simple a cable outage could wreak havoc with your workday if you don't have at-your-fingertip access to a tech support phone number and your vital information (see below)

Take time to gather the information into a single Excel spreadsheet and make sure you update the document often and print it out every time you update - after all, if your hard drive has crashed, you won't be able to access the file online.

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A key element of every IT manager's tool kit is a comprehensive listing of information about the software, hardware and service providers associated with his network. Home-based business owners must create a similar listing to avoid lengthy downtime when trouble occurs.

Something as simple a cable outage could wreak havoc with your workday if you don't have at-your-fingertip access to a tech support phone number and your vital information (see below)

Take time to gather the information into a single Excel spreadsheet and make sure you update the document often and print it out every time you update - after all, if your hard drive has crashed, you won't be able to access the file online.

Here are the important pieces of information to document.

1. Service providers. For every service provider you have, make sure you have a tech support number, your account number, account name and passwords. Also, mark down your contract start and end dates and any service level agreements. You should have information about your cable or DSL provider, ISP, Web hosting service, voice over IP provider, conferencing host, and the like.

2. Applications. List critical applications and their licensing information, including activation codes, and keep them with the original disk incase you have to reinstall them. Also, research the URLs associated with support and patches/updates so you can they them up to date. When I first got QuickBooks, I went through the installation process and chose a password but never wrote it down, thinking I would remember it. A few weeks later, after I had input an enormous amount of data, my program crashed. When it came back up, I was asked for my password - and of course, I had forgotten it. I tried every variation to no avail. QuickBooks offered to unlock the file for me - in five days and for a hefty fee. I ended up having to purchase a third-party application that would unlock the file for a smaller fee.

3. Security software. It's important to familiarize yourself with the various security settings in place on your system. Mark down your firewall, wireless network and anti-virus settings (you do, of course, have the encryption turned on for your wireless network, so keep that WEP key handy). That way, if you ever have a system failure, you can get these configurations back to their most protected state. Also note the expiration dates of your anti-virus and VPN software. Synch this information with your calendar so you don't miss renewing your subscriptions or changing your passwords.

4. Hardware vitals. Knowing what hardware is in place on your network can be extremely helpful in case of a system failure, including specifics such as the the type of processor in your computer and the serial number of that box. The number one piece of information I've had to use is about my Linksys wireless router. When I first got the router I had to call Linksys several times for installation and reboot assistance. They also helped me develop the right router software configuration for my computer. I now have notes on the process, down to the IP address they used. This has saved several phone calls to the support line. You should also have the tech support lines for your handheld, cell phone, printer and most important, your computer.