Understanding and solving IT problems in the workplace

We know, we know! There's nothing more frustrating than facing a frozen screen or a nagging error message when you've got work to do. 

Unfortunately, IT problems can quickly have an impact on business productivity and security. So even though we have many tips on how to avoid IT problems as much as possible (see below), it may already be too late. 

If you've clicked on this article, you're probably facing a computer problem right now. So let's try and sort it out together! 

This article guides you through common computer problems and effective solutions to get you back to normal as quickly as possible.

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The most common computer problems in the workplace

Businesses face a variety of frequent IT problems. These malfunctions can range from simple software errors to critical network failures. 

Let's take a look at the most common problems:

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Messaging system malfunctions

Electronic mail is at the heart of business exchanges. When it breaks down or doesn't work properly, internal and external communication can come to a standstill.

For example, : 

• of e-mails sent never reach their destination,
• a mailbox is suddenly blocked due to a quota overrun or synchronization bug
• employeesno longer manage to connect their e-mail to their laptop, or have their messages classified as spam for no reason.

To remedy these problems, here are our tips: 

• Check SMTP/IMAP settings
• Use a reliable professional messaging solution (such as Microsoft 365 or Google Workspace)
• Set up an automatic e-mail backup
• Install spam filters and check the reputation of your email domain

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Virus and malware threats

Viruses, spyware and malware are major threats to businesses. They can lead to data loss, theft of confidential information or disruption of services.

For example, on a workstation infected by ransomware, files are suddenly encrypted, making access impossible. Or spyware installs itself discreetly after a file has been downloaded, capturing identifiers and sensitive information. 

These problems can be noticed by intrusive advertisements, or suspicious redirects when browsing the Internet.

To prevent these attacks and potential irreversible IT problems, it's essential to install up-to-date professional antivirus software, carry out regular scans, and above all train your teams in good IT security practices. 

It is also crucial to follow your company' s cybersecurity policies. In the event of infection,immediately isolate the affected workstation and call in an IT helpdesk to stop the spread.

If you're currently facing this problem, our teams can help. Please contact us and explain your situation, and our teams will take care of your request as a matter of priority. 

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Hardware and network failures

A hardware failure can bring a workstation, or even an entire IT department, to a standstill. These malfunctions are often unpredictable: a burnt-out motherboard, an out-of-order hard disk, a screen display problem or a series of reboots can all occur. On the network side, an unstable or interrupted Internet connection is also a major handicap in day-to-day operations.

To avoid these problems, it's important to have proactive IT asset management, including regular maintenance of workstations, preventive replacement of obsolete equipment, and back-up connection solutions (such as a backup 4G line). All backed up by professional technical support.

If, however, you are currently experiencing any of the problems listed above, here are a few possible solutions: 

• Restart in failure mode to diagnose a software problem or faulty driver.
• Immediate replacement of the faulty part if available (e.g. hard disk, memory strip).
• Temporary connection via a 4G key or shared smartphone, in the event of failure of the main Internet access.
• Cross-test components (external display, other power cable, other network port) to quickly identify the offending element.
• Use of an emergency station configured to allow the user to continue working.
• Restart box or router, reset internal network equipment (switches, access points).
• Hardware status analysiswith system utilities (Windows diagnostics, manufacturer's tools, etc.).

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Don't forget, you can call on our IT support service for on-site or remote intervention.

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Loss of critical data

Data is a company's digital capital. When it is lost - whether through human error, a virus or hardware failure - the consequences can be disastrous: loss of time, money and even image.

To guard against these risks, the first step is to automate daily backups to secure media or the cloud. We also recommend the use of intelligent backup software, capable of restoring earlier versions of files, and restricting access to critical folders. In addition, integrating a clear corporate IT security policy helps to limit human risks.

Here are the best practices to follow in the event of data loss, whether on the device or online: 

• Immediately stop all activity on the affected machine to avoid overwriting lost data. This increases the chances of recovery.
• Use data recovery software to try to restore deleted or corrupted files. Contact our team to find out which solution is best suited to your needs. 
• In the case of ransomware, immediately disconnect the infected workstation from the network to prevent propagation, then contact a qualified IT troubleshooting team.
• Consult the most recent backups available (local, cloud or NAS) to restore the files concerned.
• Check system recycle garbage cans, previous versions of Windows files ("Restore previous versions" function) or the history of cloud services (Google Drive, OneDrive...).
• In the event of equipment theft, activate internal security procedures: change passwords, revoke remote access, locate if possible.

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Impact of IT problems on company productivity and finances

Frequent IT problems often lead to a drop in productivity. Time wasted resolving software bugs, rebooting in failure mode, or contactingIT support puts a strain on human and technical resources. 

What's more, service interruptions have a direct financial impact, especially when customer data or sales systems are involved. 

To limit these impacts, it is crucial to have IT support support.

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Effective strategies for preventing and managing IT incidents

IT problem-solving must not be merely reactive. A proactive approach anticipates risks and guarantees continuity of service.

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Setting up proactive monitoring systems

IT monitoring tools can detect network or laptop anomalies in real time, enabling rapid resolution of problems before they affect the business. This is an integral part of IT maintenance.

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Ongoing staff training in digital best practices

Training your teams in good IT security practices, software management and malware detection helps limit human error, the number one cause of IT problems in business.

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Adoption of data backup and recovery solutions

Automated backup solutions, combined with rapid recovery procedures, are essential to prevent the loss of critical data. These tools guarantee rapid recovery from incidents.

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Calling on experts for optimal IT asset management 

For a global approach, calling on IT troubleshooting and asset management professionals is a strategic solution. These experts ensure the monitoring, maintenance and security of your equipment, while supporting your company in its technological evolution. Good IT asset management centralizes updates, security and performance for all workstations and servers.

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