HOMEWORKING - 04.06.2020

The right way to equip your workers with IT

You’re equipping more of your staff with laptops so they can work from home without having to rely on their own computers. What should you be telling your employees about protecting the machines and the money you have tied up in them?

Homeworking

Coronavirus has resulted in a surge in employees working from home and the indications are that even as business returns to normal this will remain at a higher level than before. This means that more employers are spending money on mobile IT equipment for use by employees at home. The trouble is not all employees take the care they should with their employer’s property when it’s used away from the normal workplace.

Preventing heat damage

A common problem with laptops is overheating, which can spell the end of their useful life. It’s vital that the vents in the casing are completely clear when the laptop is in use. Another cause of overheating is using a laptop on a soft surface, such as a cushion. Tip. Big temperature changes can also cause problems. If they are brought into a warm home from, say, a cold car it’s a good idea to allow it to reach room temperature before using it.

Protecting the moving parts

These days most laptops are equipped with a solid state drive (SSD) which have no rotating parts. This means that the drive is less sensitive to sudden or brusque movements. However, some laptops have a hard disk drive (HDD) for their primary or extra storage. These drives can get damaged if the mobile read/write head comes in contact with the disk when it’s in use. Laptops should be moved with care, especially when this disk is in use. There’s usually an LED light to indicate this.

Tip. If your laptop is equipped with a CD/DVD drive, it is advisable not to leave a disk in the drive when you are not using it as a loose CD or DVD can cause damage.

Handle with care!

The quickest way to physically damage a laptop is to lift it by the screen. The hinges aren’t designed to withstand this kind of stress. The screen can also be damaged and the cost of repair usually means the machine is a write-off. When your laptop is closed, it is best to hold it at the front or the back. When it’s open, hold it with both hands on the left and right side. If you have a heavy laptop, make sure not to hold it on one side using only one hand, as this may deform the bottom of the device. Avoid letting the power adapter dangle unsupported from the machine. This puts undue strain on the connection which cause the internal contacts to break making charging impossible.

Store it securely

When not in use you shouldn’t place heavy items on your laptop or use it as a place mat for your coffee. Too much weight can press the screen against your keyboard so that the screen’s surface is damaged.

Tip 1. A new laptop usually comes with a protective sheet between the screen and the keyboard. It’s a good idea to preserve this and insert it when the laptop is closed.

Tip 2. Focus your employees’ minds on looking after company property by making them liable for damage caused by misuse. Make them sign a document to this effect accompanied by a checklist of dos and don’ts for laptop care and maintenance.

For a checklist and company property form, visit http://tipsandadvice-business.co.uk/download (CD  21.18.06).

Advise employees that they are liable for damage caused by misuse. Give them a list of dos and don’ts, e.g. make sure they don’t block the cooling vents, avoid brusque movements and hold and store the laptop securely, i.e. not by the screen.

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