For any retail business, time really is money. When your IT systems go down – whether it’s your till, card machine, stock system or Wi-Fi – it can cause major disruptions, loss of sales, unhappy customers, and stressed staff. But the good news? You can prevent IT downtime with the right preparation and support in place. Use this handy checklist to reduce the risk of outages in your retail store and keep your business running smoothly.
1. Regularly Update All Systems and Software
Why it matters: Outdated systems are a common cause of crashes and security vulnerabilities.
What to do:
- Replace unsupported or end-of-life systems.
- Ensure Windows, POS software, anti-virus, and routers have auto-updates turned on.
- Schedule monthly checks for software not set to auto-update.
2. Back Up Everything – Regularly and Automatically
Why it matters: A good backup can be the difference between a quick fix and a disaster.
What to do:
- Use cloud-based backups for critical files like sales data, inventory, and customer info.
- Set daily automatic backups.
- Test your backups monthly to make sure they actually work!
3. Invest in Quality Internet & Network Hardware
Why it matters: Cheap routers, switches, or unreliable internet services are often the weak link.
What to do:
- Use a business-grade router and modem.
- Install a battery backup (UPS) for your networking equipment.
- Consider a 4G/5G failover system to stay online if your main internet goes down.
4. Monitor Systems with Remote Support Tools
Why it matters: Proactive monitoring can catch problems before they become disasters.
What to do:
- Partner with an IT support provider (Datascan) who uses 24/7 monitoring tools
- Get alerts for hard drive failures, slow performance, or unusual activity.
- Ensure remote support is enabled for quick fixes without waiting for an on-site visit.
5. Keep Staff Trained on Basic IT Troubleshooting
Why it matters: Your team is on the front line – help them help themselves when possible.
What to do:
- Create a basic troubleshooting guide (e.g. reboot router, check cables, restart POS).
- Train staff to identify signs of potential issues early (e.g. freezing screens, error messages).
- Teach them how to log issues clearly for IT support.
6. Maintain your Hardware – Don’t Wait Until it Breaks
Why it matters: All hardware wears out eventually. Better to replace it on your terms.
What to do:
- Replace POS terminals, PCs, and printers every 3–5 years.
- Clean devices regularly – dust buildup can cause overheating.
- Keep spare cables, barcode scanners, and receipt printers on hand just in case.
7. Have a Retail-Focused IT Support Provider
Why it matters: You need someone who understands retail environments and urgency.
What to do:
- Choose an IT partner who offers fast response times, weekend support, and understands systems like POS, EFT/card machines, and retail networks.
- Have clear escalation paths for critical issues (e.g. tills down, store offline).
Datascan can Help Prevent IT Downtime in Your Retail Store
Downtime doesn’t have to be a fact of life in retail. With the right mix of tools, training, and support, you can dramatically reduce disruptions and keep your store running smoothly.
Datascan is the IT Support team that you need to partner with to ensure that you have a knowledgable team behind your retail business to handle the more ‘techy’ parts. By having Datascan as your partner, they can respond to your needs 24/7, remotely connect to support any issues, provide training and much more.
Let’s Prevent IT Downtime together!
