How to Set Up Laptops for Employees - GroupOne Consulting, Inc.

February 22nd, 2022 / Blogs

Setting up modern laptops for employees in your business can be a difficult task, but it is necessary. With so many different operating systems and configurations available, the process can get complicated quickly. But with this guide to laptop setup, you’ll be able to set up your business computers in no time!

Create a List of What You Need to Set Up Your Employee’s Laptops

Firstly, the computer should be in a space that is well lit and free of any potential distractions. Secondly, there needs to be a safe place for them to charge their phone or tablet next to the workstation. Thirdly, they must have easy and direct access to all necessary files and programs on their desktop, as well as quick access to the internet. Lastly, make sure your employees know how best to use their laptops by providing training at least once every six months or so!

Have the IT team create a profile for each Employee

To have a laptop set up for an employee in your business, you will need the IT team. They are responsible for creating a profile on each employee’s computer account. This includes assigning them a personalized email address for work and choosing their username and password. The profile should also include any restrictions or preferences they have set about security, software installation, user rights, etc.

The IT team is also responsible for ensuring that the company laptops are secured with passwords and encryption programs so that confidential information about the company cannot be accessed by unauthorized personnel if stolen or misplaced.

Make Sure You Have the Latest Updates Installed On All Laptops For Your Employees

Many people these days use laptops for work. Laptops can be really handy when you’re on the go, but they have to be set up properly in order to get the most out of them. That includes having the latest updates installed and making sure that your devices are backed up regularly.

If you don’t take care of your laptop, it will eventually slow down enough that it becomes unusable or worse, gets hacked by a virus or ransomware attack. So here are some tips on how to set up your laptop for maximum productivity at work so that you can avoid these problems altogether!

Consider Using An External Display If Necessary

To set up laptops for employees, consider using an external display if necessary. Setting up a laptop can be tricky, but it’s worth the effort as you’ll not only save money by having less equipment to buy and maintain, but also increase your productivity.

Install Any Software That Employees May Need, Such As Office 365 or Adobe Creative Cloud Apps

Many people nowadays work on laptops, and as such, it is important to set them up properly for your employees.

A few things you can do include installing any software and productivity tools that they may need (such as to download Office 365 or Adobe Creative Cloud apps), making sure they have a stable and fast broadband internet connection and giving them access to their email account. Once the laptop has been set up with all of these features, it should be easy for employees to use and will make their life much more productive at work!

Set Up Security Features Like Two-Factor Authentication and Fingerprint Login

A laptop is an essential tool for any business, and with it comes the responsibility to make sure that employees are using their laptops securely.

Hackers can utilize several different techniques to get into your company’s network; they could send phishing emails, infiltrate through open ports on your firewall, or even steal an employee’s credentials. To avoid these risks and ensure that you have complete control over who has access to your system, here are some security features that should be activated: two-factor authentication (2FA) and fingerprint login. These simple steps will keep hackers at bay while giving you peace of mind knowing that no one unauthorized is accessing sensitive and crucial business data.

Add Shortcuts to Commonly Used Programs So They Are Easy to Access From the Home Screen

Laptops are a crucial resource for employees. They can be used to complete work tasks, collaborate with coworkers, and research data. To get the most out of laptops, employers should customize them for their employees. This includes adding shortcuts to commonly used programs so they are easy to access from the home screen and folders where your office workers can store documents that will only be accessed by a select few people in the office. Employers should also make sure there is plenty of storage space available on laptops so workers have enough room for all their files without having to worry about running out of memory halfway through an important project or presentation.

Encrypt the Hard Drive to Keep Your Data Safe

In this day and age, the vast majority of data breaches occur when a laptop is lost or stolen. This is largely because these devices are not encrypted – which means that anyone who finds your device can access your data without any hassle. In order to avoid this problem, you should encrypt your hard drive before handing it over to an employee.

Encrypting a laptop’s hard drive ensures that only someone with the correct password will be able to access its contents. It also means that if a thief tries to break into the device, they won’t be able to get in unless they have the right credentials too – meaning there’s no chance of sensitive information being leaked from an unencrypted machine that gets stolen or misplaced. Encryption software such as BitLocker is available on most versions of Windows and can be installed with relative ease.

Label Each Laptop with an Employee’s Name or Department for Easy Identification In Case It Is Lost or Stolen

In order to make sure laptops are set up correctly, label them with an owner’s name or department for easy identification in case it is lost or stolen.

Label each laptop with a person’s name and/or the department they work for. The label should be placed under the battery on the bottom of the laptop. You can also place a sticker over their old logo that was there before if you want to cover it up entirely. This will not only keep your employees from fighting over who gets which one but will also help identify anyone trying to steal one! If you have more than 10 people in your company, put stickers on all of them so that no two departments get confused between each other.

Keep Laptops Charged So They Are Ready to Use When Needed

Many people have laptops at their workstations, but it is not always as easy as just plugging them in and using them. For the laptop to be a useful tool that employees can use throughout the day, it must be set up correctly.

The first step is to keep your laptop charged so you are ready to use it when needed. This way, if your battery dies or you need to take care of something else with your computer that does not require internet access, you will know that there is no waiting around for hours before being able to get back on track with what you were doing. Next, make sure the screen brightness level is high enough so everyone has an equal chance of seeing what’s on the screen. A simple way to check this is that you should be able to see the screen clearly and without straining any part of your body, such as your neck or eyes. Finally, make sure that the volume on your laptop is turned up enough so you can hear everything across conversations and other people in the area will not feel like they need to turn their own sound levels down. If it’s too loud then those around might become annoyed or distracted.

Make Sure Network Printers Are Available and Employees Know How to Print From Their Device

It is important to make sure your employees can print from their laptops.

This will allow them the ability to print while away from the office, which can be convenient. It also allows for more options if one printer goes down. Additionally, some employers may require that employees use a certain type of computer or software program on their laptops in order to comply with company policies and standards.

You should set up your network printers so that they are available for all of your employees; this way it is easy for everyone who needs access to printing services at any time of day or night without having to leave the building. This not only helps you save money by not purchasing individual printers but also saves time by allowing people to print whenever they need without having to go to the printer, wait in line, and then reprint.

Finally, Establish a Routine for Charging Devices at the End of Each Day So They Are Always Available When Needed

In the modern workplace, rarely, a laptop computer will ever be turned off. In fact, they are most often used for long hours with only periodic breaks to recharge. And if you’re not careful, your devices could run out of power at an inopportune moment and leave you high and dry.

With this in mind, it is important to set up a routine for charging devices each night. When everyone can be reminded to plug their laptops in at the same time every day, you don’t have to worry about when they will start draining power. Employees can run down their batteries all they like during use, but when it is time for them to be charged again, make sure they are set out in an open space where everyone can see them. Seeing them lined up on the corner of your employees’ desks gives the impression that they are expecting something to happen and reminds others that their devices need to be plugged in before leaving for the day.


If you’re a business owner and want to put together an ergonomic workspace for your employees, we can help. Call us at 916.817.8877, email us at [email protected], or fill out our form here with any questions about how laptop setups should be designed in the workplace. We offer free consultations on designing laptops for work environments so just give us a call!

Written by Chris Wiegman