The Evolution and Importance of Standardizing IT
Information Technology (IT) is relatively new compared to other fields such as engineering, manufacturing, or accounting. However, IT has evolved since it appeared in the industrial scene. For instance, in the ’70s and the ’80s even in the ’90s it was common for software developers to use their own principles and techniques1. The accumulated amount of changes in just a piece of software, challenged the next developers to understand the logic behind the code2. Same for networks and servers; understanding why a router/firewall had a specific configuration was a nightmare. The servers were named inconsistently, and IP addressing was assigned as an isolated task wihtout considering the future expansion needs andscalability3.
The Power of Standardization.
Standardization is one of the best advantages you could ever have if you learn how.
Without previous experience, method, or mentor who guides you through the process, standardizing would be a challenging process. Once you understand how the standardization works, your will find easier to manage IT processes, devices and even your team.
My Journey with IT Standardization
The first time I worked on a big IT project, I didn’t know anything about standardization in IT. We used to use Novell 5.5, and Groupwise as email service. The company started to experience an international expansion, and the IT management also grew in complexity.
After seeing how complex this IT infrastructure and services became, our corporate IT director decided to migrate everything to Microsoft Windows 2000 Enterprise Edition and standardize it across the corporation. When I was first introduced to the project, I was amazed at how they managed the project and the entire IT processes. I couldn’t comprehend how they handled such a vast amount of data and equipment. The only clear information I had was that we were going to switch from Novell to Windows.
As a novice in IT, I was hesitant to adopt the new methodologies and standards. I wasn’t sure how they would benefit me, but I sensed that this change was for the better. To streamline the transition, the IT Steering team decided to hold monthly meetings with all site admins to explain the new rules and procedures.
One of these rules and the main one was : Standardization.
As the entire company was undergoing standardization of processes and procedures, IT was no exception. Our corporate IT steering team developed a strategy to adopt this new IT methodology, ensuring alignment with the company’s overall vision.
Implementing Standardization
The goal was to establish a standardized process to keep IT operations clean, efficient, and consistent. Key changes included the creation of new Active Directory users, implementation of naming convention standards, and improvements to the physical infrastructure.
Simultaneously, I observed similar changes across various departments such as production, quality control (QC), human resources (HR), manufacturing, and shipping/receiving. The common theme was, once again, standardization.
Everyone in the company was engaged in the same standardization process. One of the most remarkable transformations was on the production floor, which underwent a complete turnaround. It evolved from a dusty, disorganized space filled with scrap to a clean, organized, and productive area.
While this project was ongoing, we were also trained in Six Sigma (Green Belt). Unbeknownst to me, the company had initiated extensive training for all managers and middle management, and I was part of this team. Shortly after completing the Six Sigma training, I was invited to participate in a production project that no one else wanted to tackle. This project was a significant challenge for me as it was outside my comfort zone, focusing on the production area rather than IT.
Expanding My Skills
I embraced the challenge and collaborated with the production team to understand the problem and apply the techniques we had learned in our Six Sigma Green Belt training. Ultimately, I managed to reduce scrap by 15%.
Upon returning to my office, I realized that the methodologies and standardization principles we applied in the production project could also be applied to IT. This experience helped me understand why our corporate IT team chose this approach to manage our IT department.
Now what?
After several years of implementing IT standardization, achieving significant savings in IT services, and spearheading new projects, I received an opportunity to join a new company. I identified numerous areas for improvement and began standardizing IT servers, network switches, firewall rules, network wiring, procedures, documents, and processes. I was appointed as the Project Manager for the ERP rollout across two sites. Applying the same principles of standardization, I received positive feedback from everyone. The Plant Director even remarked, “I like it, this is what we did in Detroit years ago, thank you!”
Six months after I started, the company division’s IT Director visited our site and commented on the IT transformation, saying, “This is the best IT site in our division, even better than our plant in Germany, which is brand new.” That feedback made me feel proud of the work we had accomplished.
How to Standardize Your IT: A Step-by-Step Guide
Standardizing your IT infrastructure can bring numerous benefits, from streamlined processes to reduced troubleshooting time. Here’s how you can achieve this in a few simple steps:
1. Apply the 5S Methodology
The 5S methodology is crucial for success. It involves:
- Sort: Remove unnecessary items. Begin by decluttering your IT environment. Remove outdated equipment and unnecessary items.
- Set in Order: Organize your IT area. Organize remaining items logically. Ensure tools and equipment are easily accessible.
- Shine: Clean and maintain the workspace. Clean your workspace regularly to maintain a tidy environment.
- Standardize: Establish consistent procedures. Develop and document standard procedures for common tasks.
- Sustain: Maintain and review standards regularly. Regularly review and update standards to ensure they remain relevant
2. Standardize Computer Hostnames
Create a consistent format for hostnames. Use a combination of country code, business unit number, and asset number. For example:
- US99-1234 for the United States
- CA99-1234 for Canada
- MX99-1234 for Mexico
- UK99-1234 for United Kingdom
If your company operates domestically, use state abbreviations:
- TX01-1234 for Texas
- CA01-1234 for California
- AZ01-1234 for Arizona
Assign consecutive numbers if asset numbers are not used.
3. Standardize Server Names
Use a clear naming convention for servers. Use country code+business unit+servercode+consecutive
For example:
- CA01MFP01: for servers in Canada.
- US01MFP01 for servers in the US
- MX01MFP01 for servers in Mexico
- FR01MFP01 for servers in France
4. Standardize Network Switches
Apply a consistent format for network switches:
- US01-MDF01-D01 for the main distribution frame in the US branch 01, located at the Main distribution Frame and attached to the Patch panel 01 (Demarcation 01).
- US01-IDF01-D01 for the intermediate distribution frame.
For branches in different countries:
- MX01-MDF01-D01 for Mexico
- CA01-MDF01-D01 for Canada
5. Standardize Firewalls and Routers
Use the same principles for firewalls and routers:
- US01-MDF01-FWR01: US (United States), 01 (Branch Number), FWR (Firewall/Router), 01 (First Firewall)
6. Standardize Network Wiring
Standardize the physical layer of your network with color-coded cables:
- Blue for data
- White for voice
- Yellow for ISP services
- Green for surveillance
- Red for servers
- Orange for iLO/DRAC ports
- Black for BackUp/NAS/SAN
Invest in high-quality wiring like Belden or Panduit and upgrade gradually. If possible, replace your keystones to match the patch cords colors.
7. Standardize User’s Devices
Always purchase the same brand and model for IT equipment and user devices. This simplifies troubleshooting. If you solve a problem on one device, you can apply the solution to all similar devices, reducing support time and stress. Evaluate the best quality/price equipment, then standardize the company computers/laptops, monitors, mouse, keyboards, UPS, printers. You don’t need to do it all at once, you can buy the new devices or replacements using the new standardization.
Benefits
If you work on DevOps, Networking, Server’s management or even IT Support, you will improve your troubleshooting time, upgrades will run easier and your scripts will drastically be reduced and easier to manage/update. There are more benefits that you can get once you standardize your IT Department.
Conclusion
Standardizing IT processes offers multiple benefits, including faster resolution times, time management efficiency, and you can create a more efficient and manageable IT environment, and of course peace of mind.
email me: bitvorous@bitvorous.com
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