Outsourced IT For SMBs – Managed IT Services: A Perfect Fit

Summary: This article examines the many benefits of outsourced IT services for small businesses. Learn how fully managed IT services are scalable and cost-effective solutions for SMBs and why robust IT management is essential for their success.

Operating a small business is no easy task. With fewer personnel and resources than a large corporation, SMBs have a lot on their plates to distract them from their core business functions. If you own a small chain of restaurants, a multi-office medical practice or a law firm, you cannot effectively manage all of your IT. Most SMBs don’t have the budget for an IT department. Having one or two of your more tech-savvy employees multi-tasking as part-time IT support is insufficient and risky in the current cyber environment. Also, computer systems, networks and all connected devices are more complicated than ever to maintain, and cybercrime is at an all-time high. Using a managed IT provider improves network function with improved cyber security, timely updates and expert repairs. Outsourced fully managed IT support for SMBs occurs when a small business contracts a third-party, professional IT service to become the company’s IT support arm. Thus, small business managed IT frees companies to focus on their core businesses rather than wasting time trying to solve IT issues.

IT Managed Support Services Grow with Your Company

One of the best features of outsourced IT services for small businesses is that they are completely customizable and scalable as your business grows (or downsizes). IT experts will also have the latest techniques for maintaining and securing your computer system and all your company IT-connected devices. There are many moving parts to comprehensive small business managed IT. Some of the outsourced functions and benefits include:

• Technical Support – Outsourced IT services for small businesses include expert response to IT issues, prompt device repairs, response to computer errors and all tech-related physical repairs. Managed IT services will respond to your company’s IT problems quickly and efficiently.
• Troubleshooting and Analysis – DIY or amateur in-house troubleshooting can waste a lot of time, leave problems unresolved or even create new problems. IT managed support services have the experience and expertise to analyze tech issues and find the best solutions quickly.
• Credentials/Passwords/Access Management –
  • Credentials are the identifiers that allow users access to networks, computers, websites and software platforms. Access management is crucial in business and determines what data specific employees may access. For example, someone in a graphics department doesn’t need access to accounting data. Credentials include user names and passwords; their protection is vital to network security.
  • Passwords are the first line of defense against data breaches and identity theft. Generating strong, unique, multi-character passwords and storing them securely is an essential layer of robust cyber security. Password managers can generate and securely store passwords. Your managed IT service provider can train employees to use password managers.
• Network Monitoring and Support – Fully managed IT services can adjust security settings to help monitor network activity and maintain strong and efficient performance. Monitoring your network can address and resolve many security and performance issues. Network performance is directly tied to productivity.
• Remote Device Management – Any device connected to your network is potentially a vulnerable “endpoint” through which hackers may attack. Remote workers increase the attack surface area and require additional protections. Your business should be protected from security threats when employees are on the road or working from home. Here are two ways to protect remote access:
  • VPN Installation – VPNs (Virtual Private Networks) should be used by all employees to protect their online activities, locations and credentials from bad actors. Using tunneling technology, VPNs create a private network within your network. They encrypt incoming and outgoing data and hide user’s IP addresses and locations.
  • IT Helpdesk Support – IT helpdesk services for remote or in-office employees are invaluable resources, providing technical support services for your employees wherever and whenever they might be working 24/7/365.
• Enhanced Cyber Security –
  • Cyber Security Monitoring – IT experts can install cyber protections that can be set to alert them and other administrators of potential threats, monitor your network traffic and ensure all your endpoints are secure.
  • Threat Response Planning – Even with the best cyber security protection available, your business might fall victim to a cyberattack. Your fully managed IT support should include guidance in preparing a threat response plan. A step-by-step threat response plan should be created before an attack so that in a breach, everyone knows who is leading the response and the specific duties assigned to individual employees. Your small business managed IT provider will launch corrective and defensive measures.
  • Improved Cyber Security – One of the best features of IT managed support services is that your company receives expert scrutiny of network function. As tech evolves, cybercrime evolves with it. A good IT provider will be on top of the latest cyber security risks affecting your business sector and will know when to call in the cybersecurity experts.
  • Endpoint Lockdown – As the IoT (Internet of Things) grows every day and new smart devices (such as cameras and thermostats) are connected to your network, they are all vulnerable endpoints through which hackers may launch attacks. An IT specialist can help ensure their security.
  • Network Cyber Security – With the exploding increase in cybercrime, network security has never been more important in protecting company data from hackers. If a hacker breaches your network, every device connected, locally or remotely, is at risk. Furthermore, all your vendors and clients who connect to your network are also at risk of being drawn into an attack through your network. Whatever money is spent on your outsourced IT is far less than the average cost of one cyberattack. Lost revenue, direct financial hits, downtime, damaged reputation and being subject to consumer and employee lawsuits are the events that put more than half of SMBs out of business within six months of a cyberattack.
• Data Protection Analytics – IT professionals know how to analyze data and understand the warning signs of a computer breakdown or a cyber threat. Networks have typical use patterns. Monitoring software can spot unusual activity and alert the service provider that something is wrong. The average small business staff does not have the expertise to know what to look for and if action is required.
• Employee Best Practices Training – Maintaining a healthy and secure computer system and network is a group effort starting from the top management and spreading through all employee levels. Managed IT services can partner with your small business to train your employees to help protect your data from cybercriminals. Best practices may include everything from device maintenance to password management. Every employee must be trained and given updates and refresher training at regular intervals. Everyone in your company must be on the same page about what they must do to help protect your computer system and network.
• Increased Scalability – One of the best benefits of IT managed support services is that your support can grow with your business. Whether going through a significant growth period or cutting back, IT support can be adjusted quickly in response to a change in your workforce. Scalability is a critical reason outsourced business IT services are an affordable option for SMBs. Managed services are typically charged per computer “seat,” so you only pay for what you need.
  • Labor Cost Reduction – Finding and hiring in-house IT staff is significantly more expensive (currently $250k salary per year) than outsourced IT services for small businesses. Also, if your company grows and you need more IT staff, you will have to hire, manage and train them while expanding your payroll. With fully managed IT services, you can scale up or down as required without adding or reducing employees.
• Highly Qualified IT Professionals – Top IT professionals are certified experts with significant experience. Unless you are an IT expert, you will not be able to thoroughly vet full-time, in-house IT staff. Expertise is critical to maintaining and securing your business’s computer system. Outsourced IT services bring broad experience with a variety of systems that an in-house IT employee will not have. Managed IT experts can also assist with the following:
  • IT Planning – By developing familiarity with your small business, outsourced IT experts can help you plan. They can alert you when helpful new products become available. They can also help with IT purchases and consults. The more they work with you, the more they will be able to understand your company’s needs.
  • Outsourced IT Projects – Outsourcing special IT projects offers additional benefits to small businesses such as:
    • Predictable and Higher Quality Outcomes – With IT experts supporting your IT, you increase your chances of having positive outcomes when IT issues arise. They can also be confident in their resolutions, whereas DIY IT support might result in uncertain work quality and whether all problems have been fully addressed. Also, IT experts can be transparent about where projects stand at any time. This allows you to manage stakeholder expectations and project buy-in.
    • Efficiency – outsourced IT services for small business won’t waste your time. Experienced outsourced IT experts will bring IT projects to completion faster when not interrupted by daily business distractions.
    • Optimization of Resources – Optimization of resources ensures that your technical, financial and human resources are used properly, to their fullest extent and not over-extended.
• Increased Competitiveness Through Efficiency – The more seamlessly your network functions, the more competitive your SMB can be. Computers are designed to simplify and speed up business operations. Fully managed IT support allows small businesses to stay focused on their core business and not get detoured by IT problems.
• Prompt Implementation of Technological Advances – Outsourced IT can hit the ground running with new technologies. Getting the best new tech for your SMB can be a daunting process without professional help. Managed IT services will keep your business up to date with the latest advances to support your company’s work. An IT expert can also help you avoid wasting money on incompatible products.
• Strong Compliance Support – PCI or Payment Card Industry Data Security Standards and other regulations dictate how businesses must protect customers’ private payment data and other personally identifiable information (PII) that can be used to steal identities. Part of your reputation rests on how secure customers and employees feel dealing with your company.
  • High Compliance Businesses – Businesses such as financial institutions, medical practices, hospitals and law firms are held to higher compliance standards due to the highly personal client data they collect. High compliance companies require the expertise of small business managed IT, or they may risk fines for non-compliance, lawsuits and legal fees related to data breaches, loss of reputation and possible bankruptcy.
• Network Function – Many people take their networks for granted until there is a problem. Small businesses cannot afford a network slowdown or downtime. A network’s operation requires stability, speed and cyber security. Thankfully, proactive service reduces downtime. A managed IT provider improves network function.
• Fully Managed IT Services Make SMBs Look Big – As we’ve mentioned, SMBs do not have the budget for robust in-house IT capabilities, especially compared to large corporations. However, small business managed IT can bear the burden of keeping your computer system running efficiently and securely, allowing you to compete better with larger companies. Your managed IT support team can show you efficient new, ways to complete everyday business tasks.
• Enhanced Productivity – Your employees work more seamlessly when they are not slowed down by an unstable network, slow devices, software conflicts or other IT-related issues. With appropriate IT managed support services, every employee will be able to stay productive.

Fully Managed IT Services Are Proactive

Many small businesses only address IT problems when they arise. By then, it is usually too late. With a fully managed IT services provider, expert eyes are constantly evaluating your computer system and network. Often, managed service providers (MSPs) can spot the warning signs of a malfunction or cyberattack. With automated diagnostics in place, many issues can be resolved before anyone is impacted. In addition to what happens in your office, MSPs are now vital to remote workers, performing IT management for endpoints, devices and networks and ensuring your system is secure. Using Remote Monitoring and Management tools (RMM), MSPs can:

• Gain Insights Into Your Network – 24/7/365 monitoring can stay on top of overall computer health and system status. Automated alerts can prompt a fast response by your MSP and generate system status reports.
• Perform Remote Tracking and Resolution – With managed IT services, your provider can track and resolve issues remotely sometimes before any of your staff notices them. What could be better than that? With the expanded remote work force, small business owners can feel confident that remote employees are supported.
• Maintain System Maintenance – Through constant monitoring and the prompt installation of all updates, MSPs are poised to keep your system, including all its connected devices, running at peak performance. And when a repair is needed, managed IT support services provide expert repair for SMBs.
• Multi-Task – MSPs can work remotely. Using special software, technicians are able to resolve issues virtually to support work-from-home or traveling employees.
• Automate Scheduled Maintenance – Planned, automated, scheduled maintenance can take the guesswork out of when and how maintenance can be performed. Your IT provider can stay on top of all your IT maintenance and ensure your system runs at maximum performance.

Choosing outsourced IT support providers requires significant due diligence to find the right fit for your company. The services required are specific to your company needs. You must evaluate what services are offered, as well as the MSP’s experience, technical expertise and ability to support your SMB as it grows. Some of the questions to ask when selecting a fully managed IT support provider include:

• In addition to the services already noted, do they offer disaster recovery planning?
• Can they help with IT budgeting?
• Do they have the technical expertise for cyber security monitoring and testing?
• Can they manage your IT infrastructure, including storage, networks and servers?
• Are they proactive in their client focus, looking for ways to improve performance, security and functionality?
• Are their services scalable? Can they manage growth in your user base and website traffic as your company grows?
• Can they simplify and explain issues in non-technical terms so everyone can understand?
• Can they ensure that your system and processes are compliant with your industry’s regulations?
• Will they perform cyber security assessments to identify your computer system’s vulnerabilities and suggest solutions?
• Do they offer fast response times and 24/7/365 service?
  • Will your company be prioritized over walk-in customers in the event of a system breakdown or cyberattack?
• Will they monitor your network’s performance for early identification of potential problems?
• Are they willing to gain a deep and ongoing understanding of what your company does and how IT is integrated into all of your IT operations?
  • Can they gain insights into your market that can help them offer suggestions for IT planning?
• Does the MSP provide scheduled daily (or hourly) cloud backups for your data?
• Can they provide IT and cyber security training for you and your employees to ensure user best practices? Will they provide follow-up training to keep everyone on the same page?

Readily Expandable IT Managed Support Services

White label managed IT services and solutions for SMBs afford small businesses enormous resources and expandability by adding third-party services tailored to what your company needs for single IT-related projects or ongoing outsourced third-party services such as IT Helpdesks for employees. A strong, fully managed IT support company can integrate services into your operations seamlessly without your employees or customers knowing or being concerned that service are outsourced.

In today’s highly competitive marketplace, small to mid-sized businesses must be budget-conscious while trying to compete with larger companies with bigger IT budgets, including in-house IT support. Outsourcing IT can save money by adding and removing services as required, reducing potential downtimes and risk. They will keep your computer system, network and all connected devices and platforms running efficiently and securely.

Outsourced IT Services for Small Business Is the Future

Outsourced managed IT services can be performed from anywhere in the world with an internet connection. They can support your company’s remote and traveling employees wherever they are working. Outsourced IT can improve your SMB’s workflow and afford greater flexibility. The top-line benefits of small business managed IT are:

• Reduced Cost of IT Functions – Outsourcing IT functions provides savings over in-house operations while increasing the quality and availability of those operations.
• Removed Burden of Hiring and Training IT Staff – Trying to manage in-house IT takes up valuable time. In addition to the ongoing hiring and training of IT staff, increasing your payroll for intangible, non-income-generating functions is hard for SMBs to justify. In addition, you would lack coverage while an employee in on vacation or out sick. Fully managed IT support is the best solution for small businesses.
• Professional IT Expertise is Always Available – MSPs can offer specific skills to impact your company’s growth in areas beyond your day-to-day operations. If you or one of your employees is working through the night and has a question or any IT problems, they will have someone to support them. That expertise is also available for IT planning, budgeting and special IT projects.
• Unlimited Scalability – Scalability is one of the most significant benefits of small business managed IT because services may be expanded or adjusted at any time to keep pace with your company’s size. If your company’s IT infrastructure changes, your managed IT support can easily adapt to the changes.

Conclusion: Is Outsourced IT the Best Option for Small and Midsized Businesses?

It is very difficult for an SMB to provide comprehensive in-house IT support. Staff and resources must stay focused on core business functions and revenue. Business IT is always in a state of change as new technology develops and cybercrime evolves to exploit it. Outsourced IT services for small business can reduce costs over in-house employees while providing expert IT support, up-to-date cyber security settings and customizable resources.