Laptop Failure Response

Step-by-Step Procedure

1. Immediate Reporting

  • Notify the Admin and IT Team within 24 hours of the issue.

    • Use the designated communication channel (e.g., email, whatsapp, or sms).

    • Provide a clear description of the problem, including:

      • Type of failure (hardware/software).

      • Actions already taken to resolve it.

      • Expected repair timeline (if known).

2. Employee’s Responsibility

  • In the event that an employee's work laptop or computer becomes compromised and requires repair or replacement, it is the employee's responsibility to ensure continuous productivity by securing a temporary device. Employees are obligated to acquire a temporary laptop or computer within 5 calendar days by any of the following means:

    Suggested Temporary Solutions:

    • Use a Personal Backup Device:
      If available, temporarily use a personal laptop/computer. Seek assistance from IT personnel to ensure proper data security, software installation, and license compliance.

    • Access Alternative Devices:
      Borrow a device from family or friends. If borrowing is not feasible, employees should explore computer rental services as a viable alternative.

    • Explore Computer Rentals Nearby:
      Utilize local computer rental services to obtain a device suitable for work purposes.

    • Explore Co-Working Spaces:
      Utilize shared office facilities equipped with computers as a temporary solution.

    Data & Software Preparation:

    • Ensure Cloud Accessibility:
      Verify that essential company files are accessible through approved cloud services (e.g., OneDrive, Google Drive).

    • Install Necessary Work Software:
      If permitted, install the required work software on the temporary device with guidance from IT to ensure compliance with security and licensing policies.

3. Admin Support Measures

  • Spare Unit Provision:

    • Asked Admin to check for any available spare devices in the company’s inventory.

    • Request to expedite the delivery of spare parts or prioritize the procurement of a new unit in cases of shortages or unavailability of alternatives.

  • Reassignment of Tasks:

    • Temporarily reassign the employee’s work to another team member if the device issue cannot be resolved promptly.

4. Repair and Replacement Monitoring

  • Track repair progress and coordinate with vendors for expedited shipping of parts.

  • Update regularly on repair and replacement timelines.

  • Consult our IT team for guidance on software installation/uninstallation, including handling disk drives and other critical components, to ensure the protection of the company's data security.

5. Post-Recovery Follow-Up

  • Ensure the repaired/replaced device is tested and operational before using it. Seek assistance from our IT personnel to diagnose the current status of the machine.

  • Collect feedback to improve future incident handling and procedures.

Preventive Measures

  1. Routine Maintenance: Practice regular health checks and basic diagnostics on our laptops/computers. Seek a Technician to have a scheduled deep cleaning for the machine.

  2. Cloud-Based Tools: Ensure critical files are stored in cloud systems for easy access.

  3. Backup Device Policy: Evaluate the feasibility of providing backup devices or other form of assistance for temporary solutions.