Golden rule 16

 Maintain Clear Change Management

Meaning:
Document, review, and control all changes to systems, configurations, networks, and applications to prevent unexpected issues and ensure smooth operations.

Why it matters:

1. Reduces downtime: Proper planning avoids service interruptions.

2. Minimizes errors: Reviewing changes helps catch mistakes before they affect users.

3. Ensures accountability: Tracks who made changes and why.

4. Supports troubleshooting: Documentation makes it easier to trace problems back to specific changes.

5. Complies with policies: Many organizations and regulations require documented change management.

Best Practices:

• Require approval for critical changes before implementation.

• Maintain a change log with details, dates, and responsible personnel.

• Test significant changes in a staging environment first.

• Communicate planned changes to affected users or teams.

• Review and update change management processes regularly.

📘 Recommended Resources on IT Change Management

1. Atlassian – IT Change Management: ITIL Framework & Best Practices
   This guide provides an overview of IT change management, emphasizing the importance of minimizing disruptions while making changes to critical systems and services. It discusses the ITIL framework and best practices for effective change management.
   👉 Read more here https://www.atlassian.com/itsm/change-management?utm_source=chatgpt.com

2. SolarWinds – Change Management Best Practices for ITSM
   This article explores five ITSM change management best practices that enhance change management in a digital environment, including defining a change management policy and streamlining change review and approval processes.
   👉 Explore the article https://www.solarwinds.com/itsm-best-practices/itsm-change-management?utm_source=chatgpt.com

3. NinjaOne – A Complete Guide to IT Change Management
   This documentation serves as an audit trail, allowing organizations to review the entire change process, identify any deviations, and learn from past experiences to continuously improve risk mitigation strategies.
   👉 Learn more here https://www.ninjaone.com/blog/it-change-management/?utm_source=chatgpt.com

4. Faddom – The Top 11 IT Change Management Best Practices
   This resource provides tips on developing a clear change management policy, using a centralized change request system, deploying smaller releases to reduce risk, and fostering communication and collaboration.
   👉 Dive into the details https://faddom.com/it-change-management-best-practices/?utm_source=chatgpt.com

5. N-able – ITIL Change Management: Processes, Best Practices, and Tools
   This article discusses ITIL change management processes, best practices, and tools to minimize risks and secure IT infrastructure, highlighting the importance of automating workflows to reduce errors and improve efficiency.
   👉 Read the full article https://www.n-able.com/blog/effective-itil-change-management-minimize-risks-and-secure-it-infrastructure?utm_source=chatgpt.com

Golden Rule 15

 Follow the Principle of Least Privilege

Meaning:
Give users, applications, and services only the minimum access rights necessary to perform their tasks. Avoid granting unnecessary permissions.

Why it matters:

1. Improves security: Reduces the risk of accidental or malicious misuse.

2. Limits damage: If an account is compromised, the potential impact is minimized.

3. Enhances compliance: Many regulations require strict access controls.

4. Reduces human error: Users can’t accidentally modify or delete critical systems or data.

Best Practices:

• Review permissions regularly and remove unnecessary access.

• Apply role-based access control (RBAC) where possible.

• Avoid giving admin/root privileges unless absolutely required.

• Use temporary elevated privileges only when needed.

• Audit and log access to sensitive systems for accountability.

  PoLP in the Context of ITIL

  While ITIL (Information Technology Infrastructure Library) doesn't explicitly define the Principle of Least Privilege, it emphasizes the importance of security and access control within its processes.

  Relevant ITIL Processes:

  • Change Management: Ensures that changes to IT services are made with minimal risk and disruption. Implementing PoLP can prevent unauthorized changes and reduce potential security vulnerabilities.

  • Access Management: Focuses on granting authorized users the right to use a service while preventing access to unauthorized users. PoLP is integral to this process, ensuring users have only the access necessary for their roles.

  • Information Security Management: Aims to protect the confidentiality, integrity, and availability of information. Adhering to PoLP helps in safeguarding sensitive data and systems.

  
  
  

GoldeN Rules- 14

 Monitor Systems Continuously

• Meaning:
  Keep a constant eye on servers, networks, applications, and critical systems to detect performance issues, errors, or security threats before they impact users or business operations.

  Why it matters:

  1. Early problem detection: Catch issues before they escalate into outages or data loss.

  2. Improves reliability: Ensures systems run smoothly and efficiently.

  3. Enhances security: Detect suspicious activity or breaches in real time.

  4. Optimizes performance: Helps identify bottlenecks or underused resources.

  5. Supports planning: Provides data for capacity planning and infrastructure improvements.

  Best Practices:

  • Use monitoring tools like Nagios, Zabbix, PRTG, or built-in cloud monitoring.

  • Set up alerts for critical thresholds (CPU, memory, disk usage, network traffic).

  • Track logs and events regularly for anomalies.

  • Analyze historical trends to anticipate future issues.

  • Review and adjust monitoring configurations as systems evolve.

  My personal Recommendations:

  1. Atera

  • Overview: Atera is an all-in-one IT management platform designed for Managed Service Providers (MSPs) and IT departments. It integrates Remote Monitoring and Management (RMM), patch management, and help desk functionalities.

  • Key Features: Automation, ticketing system, real-time monitoring, and reporting.

  • Ideal For: Organizations seeking a unified solution for IT operations.

  • Learn More: Wikipedia

  2. Wiz

  • Overview: Wiz is a cloud security platform that provides comprehensive visibility into cloud environments, identifying vulnerabilities and misconfigurations.

  • Key Features: Agentless scanning, risk assessment, and compliance monitoring.

  • Ideal For: Enterprises operating in multi-cloud environments.

  • Learn More: wiz.io

  
  

  • For comprehensive monitoring: PRTG Network Monitor offers an all-in-one solution suitable for various IT infrastructures.

  • For AI-driven insights: Dynatrace provides advanced observability with its AI-powered Davis engine.

  • For open-source flexibility: Zabbix allows extensive customization to meet specific monitoring needs.

  • For cloud-native environments: Datadog excels in monitoring cloud-scale applications and infrastructure.

  
  
  
  
  
  
  
  
  

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GoldeN Rules- 13

 

Simplify IT concepts for non-technical users.

 

While IT professionals are familiar with terms like botnets, DDoS attacks, drive-by downloads, and spear phishing campaigns, many users may not be. It's crucial to make things easy to understand.

 

Think of it this way: imagine explaining complex ideas to a 5-year-old. That's the approach we should take when explaining cyber security to non-technical folks. We want to break it down into simple terms that anyone can grasp.

 

If you or your users need a handy reference, I recommend checking out this glossary of cyber security terms on TechAdvisory.com. It can be a great resource for understanding the jargon and making the topic more approachable.

Why it matters:

1. Reduces confusion: Users understand what to do and why.

2. Improves compliance: Easier for users to follow security or IT policies.

3. Boosts productivity: Less time wasted explaining or troubleshooting misunderstandings.

4. Enhances support efficiency: Fewer back-and-forth questions for IT staff.

5. Builds trust: Users feel confident interacting with IT systems.

Key Practices:

• Avoid jargon or acronyms; use simple, everyday words.

• Use analogies or examples to explain complex concepts.

• Provide step-by-step instructions with screenshots or visuals.

• Confirm understanding by asking users to repeat steps in their own words.

• Keep documentation concise and visually clear.

Golden rule - 12

 RTFM

Read documentation to the end before you do. Take a deep breath, grab a cup of coffee (or your preferred beverage), and dive into that documentation like a fearless adventurer. Trust me, it'll save you a ton of time and frustration in the long run.

Meaning:
Before asking for help or trying to troubleshoot a problem, read the official documentation or manuals for the product, system, or software. Most issues are already covered there.

Why it matters:

1. Saves time: Reduces trial-and-error and unnecessary support requests.

2. Builds knowledge: Helps you understand the system more deeply.

3. Encourages self-reliance: Strengthens problem-solving skills.

4. Reduces mistakes: Prevents misconfiguration or misuse of systems.

5. Improves efficiency: You can implement solutions faster with documented guidance.

Key Practices:

• Always check the official docs first (vendor manuals, knowledge bases, internal guides).

• Search for FAQs and troubleshooting sections before experimenting.

• Keep a personal reference of useful guides for quick access.

• Combine reading with testing—understand concepts, then try them safely.

Friendly Reminder:

RTFM doesn’t mean “don’t ask for help” — it means do your homework first, so when you do need help, the question is informed and precise.

Golden rule -11

 Updates are important!

Although there are occasions when updates cause a new problem to appear, generally speaking, they “help” more than they “hurt”. Not only do updates fix known bugs in software and operating systems, but they plug critical security holes that could potentially cause harm.

Golden Rules - 10

Have Disaster Recovery plan!

DRP template

Meaning:
Always prepare for the worst-case scenario. A Disaster Recovery plan ensures your organization can recover critical systems, data, and operations quickly after an unexpected event—like hardware failure, cyberattacks, natural disasters, or human error.

Why it matters:

1. Minimizes downtime: Reduces financial and operational impact.

2. Protects data: Ensures backups are available and restorable.

3. Maintains reputation: Customers and stakeholders see reliability.

4. Regulatory compliance: Many industries require documented DR plans.

5. Preparedness: Helps staff know exactly what to do during emergencies.

Key Components of a DR Plan:

• Inventory: Identify critical systems, data, and applications.

• Backup Strategy: Regular, automated backups with offsite or cloud storage.

• Recovery Procedures: Step-by-step instructions for restoring systems.

• Roles & Responsibilities: Assign clear tasks to team members.

• Testing & Updates: Regularly test the plan and update it as systems change.

• Communication Plan: Notify stakeholders and employees efficiently during an incident.

Best Practices:

• Keep the plan simple and actionable.

• Use redundant solutions (e.g., multiple backup locations).

• Document Recovery Time Objectives (RTOs) and Recovery Point Objectives (RPOs).

• Include scenarios for both minor incidents and major disasters.

Golden Rule - 9

Educate users!

Meaning:
End users are often the first line of defense in IT. Training them on best practices, security awareness, and proper use of systems reduces errors, security risks, and support requests.

Why it matters:

1. Reduces mistakes: Fewer accidental deletions, misconfigurations, or system misuse.

2. Improves security: Users learn to recognize phishing, malware, and unsafe behavior.

3. Boosts productivity: People know how to use tools effectively.

4. Decreases support load: Fewer tickets for common issues.

5. Encourages compliance: Ensures company policies are followed.

Key Practices:

• Provide regular training sessions (in-person or online).

• Create easy-to-follow guides, cheat sheets, or videos.

• Teach security awareness, e.g., passwords, phishing, and device safety.

• Encourage questions and feedback to improve understanding.

• Remind users of company IT policies and why they exist.

 

Golden Rules - 8

Use  automation !

Meaning:
Automate repetitive, time-consuming, or error-prone tasks to save time, reduce mistakes, and improve efficiency.

Why it matters:

1. Saves time: Frees IT staff and users from manual, repetitive work.

2. Reduces errors: Automation is more consistent and less prone to human mistakes.

3. Increases efficiency: Tasks like backups, updates, monitoring, or report generation happen reliably and quickly.

4. Improves scalability: Handles growing workloads without increasing staff effort.

5. Enables focus on higher-value work: IT staff can focus on problem-solving and innovation instead of routine tasks.

Best Practices:

• Identify tasks that are repetitive, frequent, or rule-based.

• Use scripts, workflow tools, or automation platforms (e.g., PowerShell, Ansible, or scheduled tasks).

• Test automation carefully before full deployment.

• Document automation workflows so they’re understandable by others.

• Monitor automated tasks and handle exceptions promptly.

Golden Rule - 7

 Choose the right tools and train users on how they should use them.

Meaning:
Select tools and software that fit the organization’s needs, then ensure users know how to use them correctly and efficiently. A great tool is only useful if people know how to use it.

Why it matters:

1. Increases productivity: Users can complete tasks faster and more effectively.

2. Reduces errors: Proper training prevents misuse or mistakes.

3. Maximizes ROI: Ensures the organization gets full value from its tools.

4. Enhances adoption: Users are more likely to embrace tools they understand.

5. Improves security and compliance: Proper use reduces risks of accidental breaches or violations.

Best Practices:

• Evaluate tools based on needs, ease of use, cost, and scalability.

• Provide training sessions, manuals, or cheat sheets for users.

• Encourage hands-on practice to reinforce learning.

• Gather feedback from users to improve adoption and workflows.

• Update training when tools change or are upgraded.

To improve user training and engagement, I developed a portal using Noodles https://www.noodles.com  to centralize IT guides, FAQs, and resources. In addition, I sent weekly emails highlighting practical tips, tricks, and interesting IT tools to keep users informed and inspired. Regularly sharing curated content not only boosts productivity but also reinforces safe computing habits and encourages adoption of best practices

Golden Rule - 6

 Document everything!

Why it matters:

1. Traceability: If something goes wrong, you can track what happened and why.

2. Knowledge sharing: Helps team members or successors understand your work.

3. Accountability: Provides a record of actions and decisions.

4. Consistency: Ensures processes can be repeated correctly.

5. Legal/Compliance: Useful for audits, regulatory requirements, or dispute resolution.

Best Practices:

• Use a standard format for logs and documentation.

• Include dates, times, versions, and responsible persons.

• Document both what was done and why it was done.

• Update documentation regularly—outdated docs can be worse than none.

• Use accessible tools (e.g., Confluence, SharePoint, Git repositories, or simple structured notes).

Golden rule - 5

Security Awareness (Ransomware & Threats)

I wanted to drop you a friendly reminder about the sneaky little menace known as ransomware.

Now, you may be thinking, "But Sasha, I have backups! I'm safe!" Well, hold on to your floppy disks, my friend, because ransomware can actually go after your  backups too. Talk about adding insult to injury! That means if your backup support isn't protected, those backups might as well be as useless as a broken keyboard.

So don't let your backups fall victim to those cyber-criminals. Protect them like they're the last slice of pizza in a room full of hungry teenagers.

How it spreads:

• Phishing emails with infected attachments or links

• Compromised websites or downloads

• Remote Desktop Protocol (RDP) or network vulnerabilities

• USB drives or other removable media

Why it’s dangerous:

1. Data loss: Your important files can become inaccessible.

2. Financial cost: Attackers demand money, sometimes thousands of dollars.

3. Business disruption: Systems and operations can be halted.

4. Reputation risk: Especially for organizations if sensitive data is affected.

Prevention Tips:

• Backup regularly: Keep offline or cloud backups.

• Update systems: Apply security patches and software updates.

• Educate users: Avoid suspicious emails, links, and downloads.

• Use antivirus/endpoint protection: Detect and block malware.

• Limit privileges: Don’t give unnecessary admin access to users or apps.

Response Steps if infected:

1. Isolate the infected device from the network immediately.

2. Do not pay the ransom unless absolutely necessary.

3. Restore files from backups if available.

4. Report the incident to authorities and follow internal IT protocols.

5. Investigate the breach to prevent future attacks.

Golden rule - 4

Users work during the day, servers at night

Meaning:
Schedule heavy IT tasks—like backups, updates, maintenance, or resource-intensive processes—outside business hours so that normal user work isn’t disrupted.

Why it matters:

1. Minimizes downtime: Users can work without slow systems or interruptions.

2. Improves performance: Servers handle heavy tasks when the network is less busy.

3. Reduces errors: Maintenance tasks are safer when fewer users are active.

4. Optimizes resources: Makes full use of server capacity during off-peak hours.

Best Practices:

• Schedule backups, updates, and scans during nights or weekends.

• Use automated scripts or tools to run tasks outside working hours.

• Notify users of planned maintenance in advance.

• Monitor server performance to ensure tasks finish without issues.

Golder rule for Sys Admins - 3

Treat others as you would want to be treated.

A quick reminder about one of life’s golden rules: treat others as you would want to be treated. It’s the classic, timeless advice that never goes out of style. In practice—especially when helping others—listen carefully, respond patiently, and guide them clearly. This approach not only resolves issues efficiently but also builds trust and satisfaction.

It’s a principle of empathy and respect that guides interactions in both personal and professional life.

Golder rule for sys admins -2

 Stick to Tested Software

Golden rule for sys admins: always stick to using tested software instead of new ones. New software can be a bit tricky and may require more time and attention. So, before you go ahead and implement any new software in our organization, make sure to test it on yourself first.

Why it matters:

1. Reduces risk: Avoids unexpected errors, downtime, or compatibility issues.

2. Saves time: Tested software is familiar and easier to manage.

3. Ensures reliability: Users and IT staff can trust it to perform as expected.

4. Improves efficiency: Less troubleshooting means more productive work.

Best Practices:

• Test any new software personally before rolling it out organization-wide.

• Evaluate stability, compatibility, and user-friendliness during the test phase.

• Only deploy new software after confirming it works reliably in your environment.

• Keep documentation of testing results for reference.

Golden rule for sys admins- 1

 Backup everything and make sure to regularly validate those backups.

Backing up your data is absolutely crucial in case anything goes wrong. It's like having a safety net to fall back on if something unexpected happens. So, make it a habit to back up all your important files, configurations, and databases regularly.

Why it matters:

1. Protects against data loss: Hardware failure, ransomware, or human error won’t destroy your data.

2. Ensures business continuity: Quick recovery keeps operations running smoothly.

3. Reduces risk: Validating backups ensures they are complete and usable.

4. Complies with regulations: Many industries require reliable backup procedures.

Best Practices:

• Back up all critical data and system configurations, not just files.

• Store backups offsite or in the cloud in addition to local copies.

• Schedule regular automated backups to reduce human error.

• Test restores regularly to confirm backups are reliable.

• Keep a backup retention policy to manage storage and versioning.