Resources
New Business Technology Checklist
Based on real issues encountered during small business technology projects.
Unveil.AI · Technology consulting for small business · unveil.systems
Each section describes a problem we have seen, the lesson we took from it, and what to write down. Print this page or download the PDF, and tick off each item as you finish it.
Two terms used below: the registrar is the company where a domain name is registered, and DNS is the set of settings that connects a domain to a website and email.
1. Domain Ownership & Access
Observed issue
Businesses often know their website address but cannot immediately answer:
- Where the domain is registered
- Who owns the registrar account
- Who can make DNS changes
This becomes a problem during:
- Website migrations
- Email setup
- DNS changes
- Vendor transitions
Lesson
Document:
- Registrar name
- Account owner
- Recovery email
- DNS administrator
The business should always know how to access its domain.
2. Registrar Account Control
Observed issue
The domain account is frequently controlled by:
- A former consultant
- A friend who helped initially
- A personal email address
- Someone no longer involved with the business
Lesson
Business-critical accounts should be controlled by the business.
Administrative access should be reviewed and documented.
3. Business Email Setup
Observed issue
Business email is often treated as an afterthought.
We have repeatedly worked through:
- Creating business email after websites were already launched
- Updating contact forms
- Updating business listings
- Changing how email is delivered
Lesson
Establish professional email early.
Use the business domain from the beginning when possible.
4. Google Business Profile Ownership
Observed issue
Google Business Profile ownership can become difficult when:
- The listing was created years ago
- The original owner is unavailable
- Recovery information is unknown
Lesson
Document:
- Primary owner
- Additional administrators
- Recovery methods
The business should always know who controls its profile.
5. Account Recovery Planning
Observed issue
Many systems work perfectly until access is lost.
Examples include:
- Domains
- Microsoft 365
- Hosting providers
- Google accounts
The challenge usually isn’t the service itself. The challenge is recovering access.
Lesson
Document these before a problem occurs:
- Recovery emails
- Recovery phone numbers
- Backup administrators
6. Documenting Credentials & Vendors
Observed issue
During transitions and troubleshooting, businesses often struggle to identify:
- Vendors
- Hosting providers
- Subscription services
- Account credentials
Information is spread across email threads, old documentation, and individual employees.
Lesson
Maintain a simple technology inventory that includes:
- Vendors
- Services provided
- Administrative contacts
- Renewal information
Write down where each login is kept and who can reach it. Do not write the passwords themselves in the inventory.
7. Organizational vs Personal Ownership
Observed issue
This is probably the most common theme across many projects.
Business services are often tied to:
- Personal email addresses
- Personal Microsoft accounts
- Personal Google accounts
Everything works until:
- Personnel changes
- Ownership changes
- Account recovery is required
Lesson
Whenever possible, important business services should be owned by the organization rather than a single individual.
Want help working through this list?
Tell us about your business and what you want to improve.