Part one of the Small Business IT Boot-Camp Series - Expert IT Tips to make your IT decision making easier and more effective.
Compile the Basics: Gather the following information about your company, even if you're the only full time employee! It's good information to keep up to date and it'll speed up any sales conversation you have with future professionals.
Email Info: What's your email service? (Google? Microsoft365? Do you manage it yourself or is it through a web provider like GoDaddy?)
Hardware Inventory: Make a list of all PCs, mobile devices, point of sale devices, desk phones, printers, network equipment and electronic devices you use in your business. Estimate how old each piece of equipment is and how critical each is to your business operations.
Software & Accounts: What applications do you use daily / weekly / quarterly / annually? Which of these applications are critical? What does each application do - PDF editing, CRM, accounting, etc.
Vendor List: Who do you call, why and when? Think: What bills do I pay? Who's your internet provider? Who do you call when phones go down? Who's your electric company? Who handles your web services?
Define Your Needs and Goals: Clearly outline the specific IT services or solutions you require, even if it's a bullet point post-it note. Identify the objectives you want to achieve, whether it's establishing an emergency IT Point of contact, upgrading your computers, establishing a budget, improving cybersecurity, or finding the best software solution. Having a well-defined scope helps you communicate your needs effectively and avoids unnecessary time costs.
Determine Your Budget: Establish a budget, even if you think it's a ridiculously small one. $25 a month? That's OK - someone will be able to work with that. Know your limits with IT spend so you don't regret getting in over year head later. If you don't have a budget, you can spend $50 - $200 to have someone create one for you and it's critical to keeping your business operations in top shape. All business need technology, it's inescapable. Avoiding the expense is likely costing you in other ways and in the long run. Try an hourly consultant if you need help getting started:
Prepare to Answer Business Questions: IT Companies aren't being nosey when they ask about your business, it's a critical step in understanding what stage in the IT lifecycle your business is and gives context to your IT needs. Be prepared to answer the following:
How old is your business?
What type of clients do you serve?
How many employees do you have or plan to have in the next 3 years?
Have you ever had outside IT, or who handles IT issues for you currently?
What's your annual revenue?
What's the biggest "pain-point" in your business?
What kind of compliance does your business adhere to, if any?
Determine Your Ideal Level of Involvement: Do you want hands-on IT with frequent communications regarding all issues, big and small or would you rather only be contacted in emergencies? Can any one of your employees open tickets or do you prefer all ticket to be submitted by you, so you can vet the issue first? Do you want to know all of the "background" work that's being completed such as PC backup reports, cybersecurity reports, & hours spent on preventative IT monthly? Most IT Companies prefer to accomplish as much as possible remotely and without interacting with employees to save you (and them) time and avoid frustration. If you're trusting of your vendors, this might work well for you but if you need more frequent communication be sure to set expectations up front and request a clear communication and contact plan. Who should IT contact, when, and using what method (Phone, email, text)?
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