Most business owners know their sales figures, their key customers and their monthly costs by heart. But ask them who holds the admin password for the company email, and the room often goes quiet. You do not need to be technical to manage your IT well. You just need to be able to answer a few simple questions.
1–2. Who holds the keys, and what happens when someone leaves?
1. Who has the admin passwords? Admin passwords are the master keys to your email, website, domain name, accounting software and social media. If only one employee or a former freelancer knows them, your business depends on that one person. Good looks like: the owner or a trusted manager has access to every admin account, stored safely in a password manager, which is a secure app that keeps passwords locked in one place.
2. What happens when someone leaves? When an employee leaves, their access often stays open for months. Good looks like: a short written checklist: close their accounts, change shared passwords, collect laptops and phones, and move their files to a colleague on their last day.
3–4. Are your licences and backups really working?
3. Are your licences genuine and up to date? Pirated or expired software can stop working at a bad moment, may hide harmful programs, and can create legal risk. Good looks like: a simple list of every software licence, who it is assigned to, and its renewal date, all bought from trusted sources.
4. Are your backups tested? Having a backup is not enough. You need to know you can actually bring your files back. Good looks like: automatic backups, at least one copy outside the office, and a test restore done every few months.
5–6. Is your network and equipment safe?
5. Is the Wi-Fi separate for guests? If visitors use the same Wi-Fi as your office computers and printers, a single infected phone could cause trouble. Good looks like: a separate guest network with its own password, and a strong password on the main office network that is changed when staff leave.
6. Are devices updated? Updates fix security holes that criminals know about. Computers that skip updates for months are easy targets. Good looks like: automatic updates switched on for computers, phones and the router, and no device running a system so old it no longer receives updates.
7–8. Who do you call, and where is your data?
7. Who do you call when things break? When the internet goes down or a laptop dies, every hour of confusion costs money. Good looks like: a named person or company, with a phone number everyone knows, and a clear idea of how fast they will respond.
8. Is your data where you think it is? Important files often live on personal phones, private Gmail accounts or a single desktop computer. Good looks like: business files are stored in business accounts the company controls, in a known place, not scattered across personal devices.
9–10. Are you spending wisely and planning ahead?
9. Are you paying for tools you do not use? Subscriptions pile up quietly: an old design tool, extra email accounts for people who left, two apps doing the same job. Good looks like: a yearly review of every subscription, cancelling what nobody uses.
10. Do you have a plan for next year? Without a plan, IT spending happens in emergencies, which is usually the most expensive way. Good looks like: a one-page list of priorities for the coming year: what to replace, what to improve, and what to try.
Extra Questions for Businesses in Morocco
The ten questions above apply everywhere. In Morocco, a few more are worth asking, because they cause real problems for local SMEs.
Who owns your .ma domain name? Many company domains were registered years ago by a web agency, a freelancer or a relative, in their own name. If they disappear, renewing or moving the domain can become very difficult. Good looks like: the domain is registered in the company's name, with a company email address as contact, and you know the renewal date.
Is your business WhatsApp tied to one person's phone? For many Moroccan businesses, WhatsApp is the main sales channel. If it runs on an employee's personal SIM, the customer history leaves with them. Good looks like: a WhatsApp Business account on a company number, with access you control and a plan if the phone is lost.
Have you thought about Law 09-08? Customer lists, employee files and CCTV cameras all involve personal data, and Law 09-08, overseen by the CNDP, sets rules for how you collect, keep and protect it. Some types of processing require a declaration or authorisation. Good looks like: you know what personal data you hold, where it is, who can see it, and whether your formalities with the CNDP are in order.
What happens when the internet goes down? Fibre or ADSL outages still happen, and in some areas they last longer than anyone would like. Good looks like: a backup 4G connection for the essential computers, and a UPS for the router and server if power cuts are common in your area.
Can you prove your software is genuine? Unlicensed copies are still common. Good looks like: licences bought from authorised resellers, with invoices in the company's name and ICE, filed where your accountant can find them.
Is your accounting data safe? Your accounting and invoicing files are what the DGI and your auditor will ask for. Good looks like: these files are backed up automatically, outside the office, and someone has tested a restore.
What to do with your answers
Take ten minutes and answer each question honestly with "yes", "no" or "not sure". Then:
- Treat every "not sure" as a "no" until proven otherwise.
- Start with the questions about access, backups and updates. They protect you from the most painful problems.
- Fix one item per week. In under three months, your business will be in a much stronger position.
This is exactly what an IT health check does, just in more depth.
Let us run the check with you
At Africodex, our IT consulting team runs IT audits and health checks for businesses across Morocco and Africa. We go through these questions and more, then give you a clear, prioritised list of what to fix first, in plain language and with no pressure to buy anything you do not need.
Common questions
How long does an IT health check take?
For a small business, a basic check can often be done in a day or two, depending on the number of people and systems. The goal is a clear picture and a short list of priorities, not a thick report nobody reads.
Do I need an IT person on staff to answer these questions?
No. Many small businesses work well with an outside partner. What matters is that someone in the business, often the owner or a manager, knows the answers and keeps control of the key accounts.
How often should I review these questions?
Once a year is a good rhythm, plus whenever something big changes, like moving office, hiring several people or switching software. It only takes a short meeting once you have done it the first time.
Do I need to declare my CCTV cameras to the CNDP?
Video surveillance records images of people, which is personal data under Law 09-08. In many cases, businesses need to complete formalities with the CNDP and inform people that cameras are in use. The exact requirements depend on your situation, so check the CNDP's guidance or ask a legal adviser to confirm what applies to you.
Our .ma domain was registered by a former web agency. What should we do?
Ask the agency for the registrar details and the access to the domain account, then have the domain transferred into your company's name with a company email address as contact. Do it now, while you are on good terms, and note the renewal date. Losing control of the domain can take down both your website and your email.
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