In Part I of this series we outlined the Service Team component of an outsourced IT vendor. The Service Team tends to see the most day-to-day activities from clients since they handle incoming help desk calls and emails. They resolve issues remotely or on-site at the clients’ locations. Plus, they proactively monitor and maintain client networks to address as many potential issues as possible before end-users ever notice a problem. As you evaluate the benefits of working with an outsourced IT vendor, you’ll want a good understanding of the process for requesting assistance and their guaranteed response and resolution times. Additionally, you’ll want to understand what proactive steps the team takes to resolve issues before they impact business processes and productivity. But it doesn’t stop there - the Service Team is just one component of the relationship you’ll have with a quality IT vendor.

Most businesses launch their operations on a shoestring budget and manage the business on readily available technology.

If you're planning to upgrade hardware or networking infrastructure in your business this year, you may see significant cost savings by purchasing that equipment soon (i.e. this month) thanks to increased tariffs on Chinese imports.

From basic desktop computers to complex network infrastructure, all businesses need some sort of technology to operate. With the amount of technology necessary to compete in today's economy, how do businesses maintain margins and absorb ever-growing IT costs? Leasing is an option that reduces your initial investment and allows for the flexibility to adopt new technology based on your business needs and not capital budgets.

Many organizations, especially those experiencing growth, find themselves at a crossroads where they must decide to expand their own internal IT department, or perhaps hire their first full-time IT staff member. Small and medium-sized businesses typically have a ‘technical’ employee or two who perform the daily duties of managing the organization’s equipment with varied results. These ‘involuntary IT managers’ often perform duties that go well beyond the scope of their actual job description. As a result, neither the job they were hired for nor those extra responsibilities are performed adequately due to time, budget, and/or knowledge setbacks of those individuals being pulled in multiple directions.

Alternatives to a business server: Workgroup Sharing Network Attached Storage (NAS) Device Microsoft 365 (formerly Office 365) Cloud Hosted Server (think Microsoft Azure or AWS) File Sync and Share Applications (think Drop Box, Google Docs) A server allows businesses to point all users toward a centralized location to access files and applications. There are some considerations when deciding if your business needs a server. In general, servers offer many benefits, and are a common approach for businesses that want consistency, centralization, or compliance with PCI, HIPAA or other industry-specific requirements. If you're not sure that a server environment is right for your business, there are other alternatives to consider, each with their own pros and cons.

This is a very common question among small businesses, so let’s start with a quick definition of what a server is. A server is typically an on-premise, high-performance piece of hardware that is combined with a high-end, server-based operating system that is used to store data and centralize resources (what a mouth full). When done properly, all computers point to this server to access files and application data while hardware/software redundancy keeps a high level of up-time for your staff. There are numerous benefits to this type of centralization, but it doesn’t come without a cost.

Wouldn’t it be great if every time you called your IT support provider, they answered the phone? Waiting for service is not anyone’s idea of a good time. With the pace of business in our world, it is unreasonable that the only option for acquiring IT support is waiting by the phone like you are expecting a date to call. Unfortunately, this is frequently the service you get from single-person IT support operations, otherwise known as your outsourced "IT guy/girl." This level of support may be fine for your home PC, where processes and payments are not depending on technology working right now, but for small and medium businesses, the consistent coverage provided by a trained, business-focused help desk team can be a lifesaver.

Every small business owner has lived some version of this story. An employee who performs a critical business function experiences workstation failure. Sometimes its ransomware, sometimes a hard drive fails. No matter what the underlying reason, the result is the same and money is being lost every second. Purchasing a Replacement Computer Seems Simple Small business owners aren’t the type to let something like this deter them. They solve a thousand problems like this every day. When the problem is, “we just need to buy a computer," many business owners are inclined to quickly acquire one from a local retailer or handy e-commerce site. When you buy a new PC this way you feel confident in your purchase if it has the needed hard drive space and the salesperson confirms or online specs show that it meets your business needs. You get it back to the office and submit a request to the IT department or service provider to set it up as soon as possible. Crisis averted, on to the next fire the day brings. It’s true this computer has the requisite hard drive space and power to do any job your employee requires. It’s a brand-new computer. It has a warranty with the manufacturer. However, there are differences between business and consumer-grade computers not apparent in the specifications.

Computers, Printers, Copiers, Phone Systems Oh My! You know your business depends on technology for day-to-day operations, but do you know the impact it has on things like employee retention, customer experience, and overall growth potential? Do you know how much you stand to lose if your technology systems fail – or worse yet – would your business even survive a major outage for any length of time? Technology is a major factor in your ability to grow your business and must be planned for strategically. Fixing computers when they break is not an IT strategy Fixing is reactive and doesn’t allow you to proactively plan for your technology investments. A more strategic approach helps to ensure you’re making investments in technology that contribute to the success of your business. Technology, like any tool, is only as good as its fit for the job. Fixing your chainsaw isn’t the best investment if what you really need is a nail gun. A sound IT strategy helps to determine when changes in your business and/or job functions dictate changes in your IT tools. Fixing only allows you to maintain the status quo. Is your business the same as it was three years ago when you purchased that sluggish computer? If not, your investment may be better spent on new equipment better aligned with your business needs today and not three years ago. Fixing doesn’t allow for lifecycle management. With an average lifespan of 3-5 years, computers and servers should be replaced as they approach end-of-life. A comprehensive IT strategy will track anticipated replacement dates and assist you in making educated decisions on investing in repair vs. replacement.