Optimize your small business with effective day-to-day IT management

Managed IT · Jul 24, 2024

When you became a business owner, chances are it’s because you wanted to build a purposeful brand that provides amazing products and services – not because you wanted to deal with the day-to-day complications of IT operations.

But for small business owners like you, tending to daily IT needs is a huge demand on time and resources. It’s also

one of the main sources of stress

and prevents you from doing the work you’re actually passionate about. Simultaneously, you’re under pressure to prioritize your core business operations while delivering exceptional experiences for your employees and customers.

Day-to-day IT management is a day-to-day necessity

Improperly managing your IT infrastructure can lead to serious consequences. When system outages or downtime occur – whether caused by faulty hardware, laggy software or inadequate server maintenance – it can result in frustrated customers and lost revenue.

Unreliable IT systems also stifle business growth. They can hinder communication and collaboration for employees, impacting their job performance and satisfaction. And depending on your industry, poorly managed IT can even put you at risk of non-compliance. Not to mention, when you don’t have technical expertise, it’s unlikely that you’re getting the maximum ROI on the IT tools and platforms you’ve spent time and money implementing.

trusting the day-to-day management of your IT processes

, you can regain your time to concentrate on what matters most – pursuing new opportunities, implementing strategic initiatives and delivering innovative new offerings to excite and engage customers.

What are the top concerns of small business IT management?

Basic but critical processes such as procuring and setting up physical and virtual workstations for your employees can be time-consuming. So too can securing the necessary access management policies and permissions for each user. And when it comes to day-to-day IT management for an SMB, that’s just the beginning.

Here are some of the main factors to consider as a business owner who is also responsible for IT management:

1. IT infrastructure

All of your business’ technological capabilities are built on a foundation of IT infrastructure. This includes physical hardware such as computers and on-premises or off-premises servers, as well as networking equipment such as routers and cabling. It also includes virtual software – all of the digital applications your employees and customers rely on for productivity, connectivity, communication and a range of business-critical functions.

You also need to ensure the resilience of your network, meaning that your internet and Wi-Fi are stable, reliable and secure. To that end, continuous performance monitoring and maintenance is necessary.

2. Technical support

Many components of your IT infrastructure are likely supplied by different companies and providers – from your office communication platform to your collaboration tools and document storage to your cloud and data management systems. If any issues arise, it’s vital to be able to connect with the customer support teams of all your various vendors.

Are these services available 24 hours a day, seven days a week – and can troubleshooting take place remotely, without requiring an onsite visit to resolve problems? These are important factors to keep in mind.

3. Network and data security

On top of your IT infrastructure, your layers of cybersecurity involve everything from firewalls, antivirus software and anti-malware tools to password and access management policies.

Small businesses store valuable data and are

. It’s easy to think that cybercriminals would be tempted to target larger enterprises rather than small businesses – a 2023 survey reported that

six out of 10 Canadian small businesses believe that they’re not big enough

to warrant a cyberattack – yet in 2022, 45 per cent of small businesses in Canada were affected by a random cyberattack, and 27 per cent had been specifically targeted by bad actors.

4. Data management

In the event that your data is compromised – either from some sort of disaster, such as a fire or flood, or from a cyberthreat, such as a ransomware attack – do you have a robust data recovery plan in place to minimize loss of critical files and downtime, and have you thoroughly tested that plan?

Another essential process business owners need to be aware of is using automated tools to regularly back up data and ensure backups are stored securely.

Thinking beyond crisis situations, effective data organization is simply an everyday necessity to ensure your team can manage and access information efficiently. Migrating data and systems to the cloud can provide cost savings while increasing flexibility and scalability. But of course,

you’ll have to choose what type of cloud

you want to host your data.

Then you either purchase it or work with a third-party provider. You also have to monitor the performance of your cloud-based services, adding to the list of IT responsibilities you have to keep track of.

Should businesses hire IT talent internally or partner with a managed service provider?

If you were a large enterprise, these considerations would be within someone else’s purview since you would probably have a dedicated IT department. However, the reality is that SMBs face resource constraints that force them to make challenging decisions about where and how to allocate funds.

In the case of day-to-day IT management, the critical question is whether it’s more effective and efficient to invest in bringing technical talent in-house or

enlisting the help of a managed service provider (MSP)

. To understand which of these approaches will have the best ROI, business owners will need to assess their own unique requirements, resources and priorities.

Here’s what you need to consider:

Hiring internal IT talent

It can be an incredibly satisfying feeling when you know that your business is self-sufficient and has all the in-house expertise it needs. But it’s a misconception that having your IT needs looked after in-house will necessarily reduce management complexity; just because you have full control over something doesn’t mean it’s simple.

Day-to-day maintenance and monitoring of IT systems can be mundane and repetitive, and may not be worth paying premium salaries for – and recruitment and onboarding are expensive initiatives, especially in such a competitive talent market.

Additionally, every new team member only brings their existing knowledge and skills to the table. When your technical capabilities are limited to who’s on your payroll, it’s challenging to scale your offerings and operations to suit the evolving needs of your business.

Partnering with an MSP

With an MSP, you’re outsourcing your day-to-day IT management to a third party that operates beyond your business. That may seem like yet another technology service for you to keep track of – however, because the MSP connects you to its ecosystem of hardware and software solutions, you’re actually streamlining your IT environment in a more cost-effective way.

You also benefit from a wide selection of IT services, including user and workstation management, email and internet security, infrastructure management and project support, and a 24/7 helpdesk if required. And having the ability to consult with external experts gives you an opportunity to develop a more holistic, comprehensive and informed technology strategy to drive your business forward.

How to choose an MSP for day-to-day management

If an MSP is the right move for your business, then you’ll need to evaluate which one is best suited to your particular needs.

Assess their reputation in the marketplace, the level of expertise they’re known for and if they have a track record of success with businesses of your size, in your sector. Immediate responsiveness to issues should be prioritized: if your employee productivity or customer experience is disrupted by even just a few hours of downtime, it can be a huge loss for an SMB with limited resources. Support should also be available onsite or offsite as needed.

Finally, keep in mind that an experienced MSP should be able to provide specialists who will work with you on strategic initiatives, helping you build an IT roadmap that not only aligns to current business objectives, but furthers your future growth and goals.

For a healthcare organization like

Cambie Surgery Centre

in Vancouver, BC, IT needs are more complex. Not only do they require integrations with sophisticated medical systems and technologies, but they also must adhere to some of the most stringent data protection standards. They turned to TELUS Business to manage their IT with years of expertise to support their long-term planning and innovation.

Partnering with TELUS Business

As a business owner, you need an MSP like TELUS Fully Managed with expertise in IT managed services for your small business – making life easier for your employees and customers, powering your operations and processes, and enabling you to stay focused on doing what you do best instead of worrying about IT issues.

Along with providing day-to-day management, your dedicated Virtual Chief Information Officer (vCIO) and support team will also help you optimize cybersecurity for your IT environment and develop a robust IT strategy that will help your business thrive today and into the future.

Connect with a managed IT specialist today

to learn how TELUS Business can help with your evolving IT needs.

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