Free Checklist Templates for It Operations

It Operations

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Employee Offboarding Checklist

Pre-Departure Coordination

Confirm departure details with HR

Pull the user's access inventory

Confirm post-departure access exceptions

Day-of Access Termination

Disable the Entra ID account

Revoke active sessions and refresh tokens

Remove MFA methods and registered devices

Block external mail forwarding rules

Rotate shared and service account credentials

Mailbox and File Handover

Convert the mailbox to a shared mailbox

Configure the documented access exception

Transfer OneDrive ownership to the manager

Audit Teams and SharePoint permissions

Apply the retention hold per legal policy

Endpoint and Hardware Recovery

Archive the BitLocker recovery key

Schedule device retrieval through the RMM

Collect mobile device, hardware key, and badge

Inspect returned equipment for damage

File the damage or non-return report with HR

Wipe and re-image the returned laptop

SaaS and Application Deprovisioning

Deprovision SSO-managed apps via SCIM

Deactivate non-SSO SaaS accounts

Remove the user from GitHub or GitLab orgs

Update door access in the building system

Audit and Closeout

File the offboarding ticket with evidence

Schedule the 30/60/90 day orphan-access audit

Notify the team and update the org chart

Sign off on the offboarding run

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Incident Management Checklist

Detection and Triage

Classify the incident type

Assign severity per the SEV matrix

Page the on-call responder via PagerDuty

Open the incident bridge and ticket

Document affected systems and user impact

Containment and Mitigation

Isolate affected hosts from the network

Activate the IR team and exec bridge

Apply temporary mitigation or workaround

Verify backup integrity and immutability

Snapshot affected VMs for forensic preservation

Post containment status to the bridge

Eradication and Recovery

Identify root cause via log review

Remove malicious artifacts from affected hosts

Rotate compromised credentials and tokens

Restore systems from clean backup

Validate system integrity with an EDR scan

Monitor for recurrence indicators

Communication and Coordination

Send the initial stakeholder notification

Provide hourly status updates during the incident

Coordinate with affected vendors and MSP partners

Notify legal and compliance teams

Post-Incident Review

Schedule the blameless post-mortem

Document the incident timeline and root cause

File the final incident report

Update the runbook and detection rules

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IT Budgeting Checklist

Baseline Current IT Spend

Pull hardware inventory and refresh schedule

Reconcile software and SaaS license counts

Total cloud and infrastructure spend

Sum security tooling and MDR fees

Tally training and certification costs

Capture maintenance and support contracts

Forecast Next-Year Demand

Project endpoint refresh by warranty cohort

Forecast SaaS and cloud growth from headcount plan

Identify required security investments

Plan upcoming infrastructure projects

Draft and Approve the Budget

Build the proposal in finance's template

Review with department heads and CFO

Revise based on stakeholder feedback

Submit for executive sign-off

Rework scope and resubmit

Track Spend and Variance

Schedule the monthly budget review

Reconcile invoices to budget categories

Flag and explain material variances

File a budget change request

Send the monthly status to stakeholders

Optimize Recurring Spend

Audit SaaS for orphaned and duplicate seats

Right-size cloud reservations and instance types

Renegotiate renewals 90 days before term end

Cancel unused subscriptions in writing

Document optimization wins for next cycle

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IT Equipment Inventory Checklist

Inventory Scope and Setup

Define the inventory scope across offices and field

Select the asset tracking system

Tag every device with a durable asset label

Workstations and Office Hardware

Catalog leasing-office desktops and laptops

Record servers, NAS, and network gear

Inventory printers and multifunction devices

Capture monitor and dock assignments per desk

Property Management Software and Licenses

Audit AppFolio, Buildium, or Yardi seats

Record screening and e-sign service accounts

Reconcile license counts against headcount

Initiate the license true-up or seat reduction

Field Devices and Mobile Inventory

Enumerate inspection tablets running HappyCo or zInspector

Track maintenance-tech smartphones and ruggedized devices

Record VoIP handsets and Twilio number assignments

Verify MDM enrollment and remote-wipe status

Accessories and Consumables

Stock-check keyboards, mice, webcams, and headsets

Track printer toner and paper at each office

Log adapters, charging cables, and access fobs

Audit and Reconciliation

Conduct the physical audit walk-through

Log audit findings and discrepancies

Reconcile missing or unaccounted assets

Sign off on the inventory report

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IT Resource Allocation Checklist

Hardware Capacity Planning

Reconcile asset inventory in the RMM

Review hypervisor and storage utilization

Identify endpoints due for refresh

Scope a hardware refresh or capacity expansion

Software License Allocation

Pull the M365 and SaaS license report

Reclaim licenses from offboarded users

Check for vendor true-up exposure

Forecast new license demand for the quarter

Escalate licensing exposure to finance and legal

Team Capacity Allocation

Pull ticket and project hours from the PSA

Map technician skills to upcoming projects

Identify on-call rotation coverage gaps

Decide on contractor or new hire backfill

Network Capacity Allocation

Review WAN bandwidth utilization trends

Audit VLAN and IP address space usage

Confirm firewall and VPN license headroom

Schedule network upgrades into change windows

Budget Allocation and Sign-Off

Reconcile YTD spend against the IT budget

Build the next-quarter spend forecast

Prioritize against business project pipeline

Review the plan with the CFO and CIO

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IT Strategy Checklist

Infrastructure Planning

Pull current asset inventory from the RMM

Review network topology and circuit redundancy

Forecast headcount capacity for the next 12 months

Lock the gold image and standard hardware list

Refresh the DR runbook RTO and RPO targets

Security and Compliance

Run authenticated vulnerability scans on in-scope hosts

Audit MFA coverage and legacy-auth exposure

Close MFA gaps and legacy auth holdouts

Map controls to SOC 2, HIPAA, and CMMC scope

Set the three-ring patch deployment schedule

Data Management

Run a quarterly restore drill from immutable backup

Open a vendor support case for the failed restore

Verify BitLocker and FileVault coverage across endpoints

Refresh the data classification and retention matrix

Reconcile storage growth against capacity forecast

User Support and Training

Review ticket volume and MTTR by category

Schedule the next phishing simulation in KnowBe4

Run M365 and Intune training for new features

Capture end-user CSAT via post-ticket survey

Flag repeat-clicker remediation candidates

Vendor and Contract Management

Update IT Glue vendor and contract inventory

Review SLA performance against signed contracts

Flag renewals expiring within 90 days

Collect current SOC 2 reports and BAAs

Log fourth-party and supply-chain risks

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Software License Management Checklist

License Inventory and Discovery

Pull installed-software inventory from RMM

Export SaaS subscriptions from SSO and finance

Classify license type for each title

Record purchase and renewal dates

Flag over-allocated and under-allocated titles

Compliance and Vendor Audit Prep

Reconcile installs against entitlement records

True-up under-licensed titles with the reseller

Verify per-user vs per-device terms

Archive agreements and SKU receipts in IT Glue

Check for active vendor audit notices

Engage licensing counsel for audit response

Renewal and Expiration Management

Build a 90/60/30 day renewal calendar

Configure renewal alerts in the PSA

Review renewal need with application owner

Negotiate co-term and pricing with reseller

Reclaim or reassign unused seats

Cost Optimization

Calculate cost per active user per title

Evaluate volume licensing or EA options

Reclaim licenses from inactive accounts

Consolidate overlapping SaaS subscriptions

Update the annual software budget forecast

User Access and Training

Provision licenses via SCIM and group-based assignment

Train staff on acceptable use and BYOL policy

Monitor SaaS usage via SSO logs

Communicate non-compliance consequences

Collect application owner feedback

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System Backup Checklist

Backup Scope and Preparation

Inventory NPI and PHI systems in scope

Confirm whether HIPAA Security Rule applies

Document PHI-specific backup controls

Confirm retention windows by line of business

Patch the backup software and agents

Backup Execution

Verify offsite or cross-region replication health

Run the weekly full backup of policy admin

Run nightly incrementals on AMS and claims data

Encrypt backup volumes with AES-256

Capture the run logs and exception report

Restoration Testing

Restore a sample policy record from this week's backup

Restore a claim file with attachments

Compare restore time against the RTO target

Confirm the restore succeeded

Open a P1 ticket and notify the CISO

Documentation and Audit Sign-Off

Update the WISP backup runbook

Verify the backup vendor's SOC 2 Type II is current

Reconcile backup activity against the CISO log

Sign the weekly backup attestation

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