How to Improve Your Small Business IT Infrastructure

As a small business owner, you know that technology is essential for operating efficiently and remaining competitive. However, developing and maintaining a robust IT infrastructure can be challenging, especially with limited resources. This guide will provide actionable tips to help you optimize your small business IT without breaking the bank.

Assess Your Current IT Infrastructure

The first step is taking stock of your existing IT systems and identifying any gaps or pain points. Consider the following:

Hardware: Evaluate the age, speed, capacity and overall performance of computers, servers, printers, networking equipment, phones, etc. Older hardware lacks capabilities and risks failure.

Software: Catalog all business and productivity software currently used. Is everything up to date or running outdated versions? Are there gaps needing new tools?

Connectivity: Review internet speeds and bandwidth caps. Do remote employees have reliable access? Identify weak Wi-Fi spots in the office.

Data and Security: Audit data storage systems and backup protocols. Do you have sufficient cybersecurity measures enabled? Know how safely client and business data is being handled.

IT Support: Determine how IT issues and systems management is currently handled. If you rely on an overworked employee or friend “who’s good with computers,” it’s time for managed IT services.

Conducting a thorough IT assessment helps you formulate infrastructure goals and budget accordingly when upgrades are needed.

Upgrade Outdated Hardware

While shiny new devices might sound appealing, purchasing cutting-edge equipment usually isn’t financially feasible for small businesses. The key is investing in hardware that provides better performance and capacity than your old equipment without unnecessary extras.

Replace workstations at least every 5 years: While 3-4 years is best, 5 years should be the maximum lifespan for a well-functioning computer. Beyond this, speed and processing decline while the risk of crashes increase.

Choose business-grade over consumer models: Opt for commercial-rated desktops, laptops, printers and networking tools designed to endure heavy daily use. Consumer models can’t withstand small business demands.

Standardize for simplicity: Reduce overhead costs by purchasing identical or comparable devices whenever possible. Standardization makes managing and repairing hardware easier without the learning curve of new equipment.

Establish a recurring budget for upgrades: Building hardware replacement costs into your annual budget helps avoid financial strain when aging devices finally need to be switched out.

Leverage Cloud Computing Solutions

Transitioning to cloud-based services enables small business to access enterprise-level applications, software, servers, data storage and IT infrastructure. The cloud provides flexible access, built-in security, automation and disaster recovery that local systems can’t match.

Utilize SaaS for business tasks: Software-as-a-Service applications like Office 365, G Suite, Slack, Trello and Salesforce deliver productivity, collaboration and CRM tools over the internet without hardware requirements.

Reduce servers with IaaS: Infrastructure-as-a-Service from Microsoft Azure, AWS and Google Cloud provides virtualized computing resources, storage, networking and data management on-demand.

Outsource PaaS management: Platform-as-a-Service handles all infrastructure, middleware, operating systems and runtimes so developers can focus solely on deployment.

Transitioning infrastructure and software to the cloud transfers responsibility for security, maintenance and disaster recovery to the cloud providers. This also keeps hardware requirements low since no local servers are necessary.

Secure Managed IT Support Services

Very few small companies can justify having a full-time IT specialist on staff. Yet most small business owners tend to underestimate how much time they invest handling IT issues. Managed IT Support Services fill this gap in a cost-effective manner.

Offload IT tasks: A Managed Service Provider (MSP) handles everything from routine maintenance to emergencies for 24/7 infrastructure and troubleshooting support. This allows staff to focus less on technology and more on core business priorities.

Prevent problems: MSPs proactively monitor systems for vulnerabilities and optimize networks before problems arise. This greatly reduces downtime from software, hardware and human errors.

Receive expert guidance: A dedicated account manager gets to know your business and goals inside out. Unlike generalized break/fix technicians, they provide strategic technology advice tailored specifically to optimize operations.

Control costs: Contracted monthly fees add IT capabilities without expenditures for full-time salaries, training, vacation coverage and employee hardware. Support needs ebb and flow, so MSP plans seamlessly scale to meet changing demands.

Having an IT partner fully invested in your success provides tremendous peace of mind. Rather than getting lost attempting DIY management, rely on their expertise so employees can do what they do best – run the actual business.

Prioritize Cybersecurity

Hackers target small businesses because they assume smaller companies are easier ingress points lacking sophisticated defenses. However, a data breach can devastate companies of any size. Prioritizing cybersecurity protects client data and company intellectual property.

Install antivirus/malware software on all devices: Endpoint protection defends against viruses, ransomware and malware which destroy systems and steal data. Set scanning to run automatically daily.

Never use default passwords: Change manufacturer default passwords on all networks, devices and applications. Establish strong password protocols combining upper/lowercase letters, numbers and symbols.

Restrict access with least privilege: Only provide the minimum access each employee needs to do their job. This limits exposure from lost credentials or account takeovers by cybercriminals.

Apply software updates promptly: Patching fixes security flaws attackers exploit to penetrate systems. Set devices and apps to auto-update whenever possible for protection.

Backup locally and in the cloud: Ransomware often targets backups first to pressure payments. Maintain current copies both locally and in the cloud for fastest restoration during an attack.

Provide cybersecurity training: Educate staff to identify risks like phishing emails. Strong infrastructure can’t protect against employees clicking dangerous links or attachments infecting systems.

Prioritizing cybersecurity from the start saves money over dealing with much pricier data breaches later. Staying vigilant protects your clients, business and hard-earned reputation.

Create a Technology Roadmap

Improving IT infrastructure requires both immediate fixes and long-term planning. Where would you like technology to support business growth moving forward? Envision needs for the next 3-5 years.

Define goals and priorities: Which capabilities are most important – scalability, mobility, automation? Will market expansions or remote staff be future considerations?

Research emerging solutions: Explore how modernized infrastructure with artificial intelligence, Internet of Things integrations and augmented reality could eventually transform operations.

Anticipate capacity needs: Storage and computing needs inevitably grow alongside companies. Map increased bandwidth, devices, users and application requirements over time.

Plan budgets: Match spending to current necessities while earmarking funds to phase in next-level infrastructure as the business scales. Financial readiness ensures you can take advantage of innovations at the right moment.

Technology will only become more embedded into business practices moving forward. Enhancing IT infrastructure now and keeping an eye to future developments ensures your company has the technical capacities needed to remain competitive.