Core Technology Assessment Checklist for Small Businesses

Jul 3

Is your small business IT running smoothly?

Running a small business means always having a lot to do and little time to do it. For that reason, it can be tempting to set up core IT systems and then neglect them as you focus on other areas of your business. However, ensuring your IT infrastructure is up-to-date is crucial for both the productivity of your team and the security of your company's data.

The needs of an IT department for a small business are similar to those of large companies, yet the resources available to small businesses are often limited. As a result, many small-business owners do not have the ability to hire an entire IT team. Regardless, they need to ensure that some type of IT support is in place so that the company's technology runs smoothly. In today's business world, technology is pervasive and intertwined with daily operations and tasks at work. This is especially true for companies grappling with the effects of a global pandemic and an increasingly remote workforce. Without the ability to manage and maintain their organization's IT systems smoothly, small business owners are at risk of running up very high costs due to poor management and downtimes.

Most small-business owners find dealing with IT difficult because they don't know where to start or how to prioritize their efforts. This is where Managed IT services can help small businesses put their IT management on autopilot so you can use your time more effectively. This ensures that your systems are backed up and secure. When you’re able to rest easy, your employees can do their work better.

Why not discuss with local IT Support Boston experts to see how managed IT services can help streamline your business?

Core IT Checklist for Small Businesses

Technology Setup

The organizational setup is the foundation of your business. It includes all of the physical space, equipment, and software needed to run the business efficiently. The tech setup must be able to support the processes required by your business, as well as its strategy for growth. A well-designed infrastructure helps you grow in a sustainable way without requiring too much additional overhead or resources. Having an efficient tech setup also makes it easier for new employees to get up to speed on how everything works so that nothing gets lost in translation when it comes time for them to start working and collaborating.

To ensure accurate, efficient business operations, businesses must prioritize their IT setup. The following checklist includes the basic components of an IT infrastructure: Conference room, Server room, Access Points (APs) and routers, Network infrastructure (work stations and printers/scanners), and Uninterruptible Power Supply (UPS).

IT Infrastructure

Installing new IT equipment in a small business can be challenging, especially when no one on staff quite understands the procedure. IT Consulting Boston recommends that the following checklist items should be considered when installing IT infrastructure:

Device compatibility between legacy and new systems
Securing professional installation services
Double-checking service contracts and warranties
Installing the latest drivers
Getting a standard operating system.

Software

It's important to keep in mind that your business software needs are different from those of a larger business. It's unlikely that you'll need a CRM or ERP system, but it is likely that you will need accounting software and at least one tool for managing inventory. These are the kinds of things that many small businesses rely on to run their operations efficiently and profitably.

The following checklist should help guide you through the process of selecting the right software for your company:

Basic accounting tools like QuickBooks Online and Xero (or even just Excel spreadsheets) can handle most of your basic needs. They can be used by both businesses and individuals, though if all three partners in your startup work together out of one room, it might make sense for each person to use their own computer instead of sharing one machine with different logins—this is particularly true if there's sensitive data involved!
Inventory management systems like Shopify POS (Point Of Sale) allow an entrepreneur who owns multiple stores or franchises to track sales without having someone manually enter numbers into a spreadsheet every day (which would take forever). It also lets owners see how much money was made at each location to help with strategic business decision-making!

Cloud Storage

Cloud storage and backup systems are an essential part of a small business IT infrastructure. Without them, your data could be in danger of being lost if you were to lose access to your physical location or servers. However, choosing the right cloud storage provider can be an intimidating task for the uninitiated.

After deciding which type of cloud storage is best for your needs (public, private or hybrid), there are several other factors up for consideration:

Cost - Cloud storage is often cheaper than buying hardware and software up front but it may require monthly payments depending on how much space you need.
Security - A good cloud storage provider will have strong encryption and security measures in place so that only authorized users can access data stored in the cloud. Typically, service providers also maintain logs of all activity occurring on servers so that any misuse/ unusual usage patterns can be identified quickly.

The next step is setting up a backup system that automatically saves copies of all important files onto designated servers or drives located offsite from where they're being used regularly at work sites (e.g., home offices). Tests should also be performed regularly to ensure backup availability, and integrity and to prevent compatibility problems after installing updates.

Cybersecurity

The best way to protect your network, as well as your customers' data, is to have a cybersecurity system in place. A cybersecurity system consists of several parts that work together to protect the network from malware and other malicious programs. This can include anti-virus software on all devices; firewalls to block unauthorized access attempts; log management tools that track abnormal activity; encryption (data scrambling) for stored data; backup systems to protect critical information; user authentication procedures and access controls with passwords or biometrics (such as fingerprint or retinal scans) or voice recognition technology and more.
(For more information and expert cyber security guidance for your local business, please contact Managed IT Services Rhode Island.)

About the Author

Kenny Rounds is the founder and CEO of Braver Technology Solutions, a leading IT Support Rhode Island Company offering full IT Support & Security solutions. Throughout the last 30 years, Kenny has continually expanded his workforce, embracing the core values of integrity and innovation and growing into one of New England’s premier IT service providers. He is a cybersecurity expert and has presented at local groups and hosted educational webinars on all things IT.