Running a business means juggling a lot of moving pieces. Between managing day-to-day operations and thinking about growth, it’s easy to push formal policies to the back burner. We get it – when you’re working closely with your team, it can feel like everyone’s on the same page without needing everything written down.

But here’s the thing: even the best teams benefit from clear guidelines, especially when it comes to technology. Think of IT policies not as red tape, but as a roadmap that helps everyone make smart decisions and stay protected.

Let’s walk through the essential IT policies that can make your business more secure and your team more confident.

Password Security Policy

We’ve all heard the horror stories about data breaches, and unfortunately, weak passwords are often the culprit. A simple password policy helps your team create strong, unique passwords and store them safely.

Your policy might cover:

• How to create strong passwords (think longer phrases rather than complex puzzles)
• Using a password manager to keep track of everything
• Setting up two-factor authentication where possible
• When and how to update passwords

The goal isn’t to make life harder for your team – it’s to make it harder for the bad guys to get in.

Acceptable Use Policy

This is your “how we use technology around here” guide. It’s not about micromanaging – it’s about setting clear expectations so everyone can work confidently.

You might include guidelines on:

• Keeping devices updated and secure
• Where it’s okay to use company devices (home office? Coffee shop? Family vacation?)
• How to handle company data safely
• Basic security practices everyone should follow

Think of this as your technology playbook that helps everyone make good decisions.

Cloud and App Use Policy

Your team probably uses various apps and cloud services to get work done – and that’s great! The key is making sure everyone knows which tools are approved for company information.

This policy can help by:

• Listing approved apps and cloud services
• Explaining why some tools might not be suitable for business data
• Creating a simple process for requesting new tools
• Helping everyone understand what information can be shared and where

The idea is to keep your team productive while keeping your information secure.

Bring Your Own Device (BYOD) Policy

Many teams prefer using their own phones and tablets for work – it’s convenient and familiar. A BYOD policy helps everyone understand the expectations and protections involved.

Consider covering:

• Basic security requirements (like keeping devices updated)
• How company and personal data stay separate
• What support is available for work use
• Any compensation for business use of personal devices

This policy helps protect both your business and your employees’ personal information.

Wi-Fi and Internet Use Policy

Public Wi-Fi is everywhere, and your team will likely use it. A simple policy helps everyone stay safe while staying connected.

You might include guidance on:

• When it’s safe to use public Wi-Fi for work
• How to connect securely (like using a company VPN)
• What activities to avoid on unsecured networks
• Alternative options for staying connected safely

Social Media Guidelines

Social media is part of modern life, and that’s perfectly fine. Clear guidelines just help everyone understand the boundaries between personal and professional use.

Consider addressing:

• When it’s appropriate to check personal accounts during work
• Guidelines for posting about work or the company
• Privacy considerations for workplace photos
• How to represent the company positively online

Moving Forward Together

Having these policies in place isn’t about creating more rules – it’s about creating clarity. When everyone understands the guidelines, they can make confident decisions and focus on doing their best work.

Start with the policies that matter most to your business right now. You don’t need to implement everything at once. The goal is progress, not perfection.

Remember, good IT policies grow with your business. They should make work easier, not harder. If you find that a policy isn’t working for your team, it’s okay to adjust it. The best policies are the ones that actually get used.

Looking for help getting your IT policies organised? We’re here to help you create policies that work for your specific business needs. Let’s chat about what makes sense for your team.