Free guide · 5 working days
Roll out documentation in five days
- DAY 1
Asset register
Walk the office and record every device.
Objective
Know every device you own, who has it and when its warranty ends.
Tasks
- 01Walk the office room by room and record every laptop, desktop, printer, phone, router and UPS.
- 02Note the serial number, location, condition and the staff member each device is assigned to.
- 03Add purchase and warranty dates from invoices or the device labels.
- 04Mark anything broken, unused or due for disposal.
Templates used
Who should be involved
IT officer, with an office or admin manager to confirm assignments.
Done when
- Every device is in the register
- Each device has an owner or is marked spare
- The summary dashboard shows warranty expiries
- DAY 2
Network documentation
Map your network and record configurations.
Objective
Record how the network is built so anyone qualified can support it.
Tasks
- 01Sketch the topology: ISP links, router or firewall, switches, access points and key devices.
- 02Fill in the IP allocation sheet and record each device's configuration.
- 03Record ISP details and how failover works between providers.
- 04List where each credential is stored (for example a password manager vault), never the password itself.
Templates used
Who should be involved
IT officer or the contractor who set up the network.
Done when
- The topology diagram matches the real network
- Every credential has a recorded storage location
- The change log has its first entry
- DAY 3
Licences and vendors
Gather subscriptions, contracts and renewal dates.
Objective
Stop paying for forgotten subscriptions and missing renewals.
Tasks
- 01Collect invoices and statements for every software licence and cloud subscription.
- 02Record seats, costs, owners and renewal dates in the licence tracker.
- 03Add each supplier, contract term, SLA and renewal date to the vendor register.
- 04Check the upcoming-renewals view and decide what to keep, change or cancel.
Who should be involved
IT officer with finance or the person who pays the bills.
Done when
- Every paid subscription has an owner and renewal date
- Every supplier contract is recorded
- Renewals for the next 90 days are visible
- DAY 4
SOPs
Adapt your five most important procedures.
Objective
Write down the procedures people follow most often.
Tasks
- 01Pick your five most important procedures, for example onboarding, offboarding, backups, password resets and incident reporting.
- 02Adapt each SOP from the library to how your organisation actually works.
- 03Set a version number, owner and review date on each one.
- 04Share them where staff can find them, with edit access limited to the owners.
Who should be involved
IT officer and the managers whose teams follow each procedure.
Done when
- Five SOPs are adapted and versioned
- The onboarding and offboarding checklist is in use
- Staff know where to find the procedures
- DAY 5
Dashboard and review
Set up your KPI view and schedule reviews.
Objective
See the state of things at a glance and keep records current.
Tasks
- 01Choose a few KPIs that matter and set monthly targets in the dashboard.
- 02Start logging support requests in the helpdesk tracker.
- 03Assign an owner to every record you created this week.
- 04Add a short documentation review to an existing team meeting.
Templates used
Who should be involved
IT officer and management.
Done when
- The dashboard shows this month's figures
- Every record has a named owner
- Review dates are in the calendar
After day 5
Ongoing review cadence
WEEKLY
Helpdesk
MONTHLY
Licences, assets
QUARTERLY
SOPs, network
ANNUALLY
Disaster recovery plan test