What Kind of IT Services Can Small Businesses Outsource?
IT services are essential for businesses of all sizes, including small businesses, but hiring an in-house IT team isn’t always in the budget. Outsourcing these services is a more cost-effective way for small businesses to access the expertise they need. Small businesses have unique IT requirements, and outsourcing can boost efficiency and reduce costs. A wide range of IT services can be outsourced, leading to cost savings and improved service delivery. Whether it's software development, cyber security, or other services, understanding outsourcing options is crucial for businesses. In this article, we’ll explore different types of IT services and how a small business can benefit from outsourcing them, as well as some frequently asked questions about outsourcing.
Types of Outsourced IT Services
Outsourcing IT services can provide small businesses with a number of benefits. It allows them to focus on their core operations without having to worry about managing their own IT infrastructure. It also increases efficiency by providing an experienced team that specializes in IT solutions, making it easier for companies to stay up-to-date on the latest technologies and trends in the industry. And it gives them confidence that their systems have been built, protected, and optimized by an expert.
A variety of services are available through outsourcing, such as managed services, data services, cloud services, data security, software licensing, user support, and help desk solutions. Managed services include a wide range of business management services, from developing new applications to hosting websites, while cloud solutions provide companies with valuable storage without the cost of expensive hardware. Data security focuses on protecting valuable information from unauthorized access or theft, while software licensing provides legal access to various applications and programs. User support helps employees troubleshoot any issues they may have with their computers and other devices, and help desk solutions offer staff 24/7 technical assistance. Other services can include building, managing, and maintaining an organization's technology infrastructure, including configuring servers, networks, and databases to meet operations and system requirements.
These are just a few of the many services that businesses can benefit from outsourcing. Let's take a closer look at a few more.
Data Backup and Disaster Recovery
Small businesses can outsource a variety of IT services, starting with data backup and disaster recovery. Data backup and disaster recovery are essential services to ensure the safety of a company's important information. Through these services, a third-party provider will develop a backup plan for all of the company's data, and then regularly monitor it to make sure the system is running properly. In the case of an emergency or data loss, they'll be able to quickly retrieve the business's data from the backup.
Network Security
Network security is an important outsourced IT service for small businesses that lack a professional IT team. An outsourced service provider can help by providing built-in network security such as firewalls, secure web hosting, and malicious software protection. Managed IT services allow businesses access to a virtual CIO service in order to keep their systems up to date and ensure fundamental IT requirements are met.
When outsourcing network security services, the service provider should have a predefined plan on how they will protect the company's data and provide regular system status updates. Additionally, they should make sure to follow all necessary regulations, such as HIPAA and GDPR compliance protocols. Establishing clear communication expectations between the business and their service provider is essential to making sure everyone is on the same page regarding system maintenance and upgrades and preventing issues caused by a communication breakdown. Finally, it is important to discuss potential maintenance fees and other expenses upfront with any prospective service provider to avoid unpleasant surprises down the line.
Office 365 Implementation and Management
Office 365 implementation and management are another common need for businesses without an IT department. This service involves setting up and configuring email and messaging solutions, as well as applications managing software licenses for the business's cloud-hosted services and other software. It can also include a range of other information technology services, such as maintaining cloud-based servers, ensuring the security of the applications used, and administering the system to ensure availability.
Outsourcing Office 365 implementation and management helps small businesses reap the rewards of using modern technology without having to worry about IT infrastructure maintenance or costly downtime due to technical issues. With the right service provider, small businesses can enjoy access to reliable systems with an experienced IT team on hand to provide comprehensive support when needed and at an affordable cost.
Cybersecurity Training and Education
A primary focus for any business today should be cybersecurity training and education. Cyberattacks can result in the loss of critical data, financial losses, and reputational damage. A small business may even be perceived as an easier target for cyber criminals since they may not have the resources to invest in the same level of cyber security as larger companies. It is important for small businesses to prioritize cyber security and minimize their risk of cyber attacks by implementing effective security measures and staying up-to-date on the latest threats.
By working with the right support provider, businesses can ensure their staff have the most up-to-date knowledge on current threats and establish proactive system maintenance procedures. This will help to protect their networks, systems, and data, while educating employees on best practices will help guard against malicious attacks. This is especially important as remote working options become more popular, since employees may be accessing company networks, cloud services, and sensitive data from potentially unsecured locations. By outsourcing cybersecurity training and education, small businesses can access top-quality expertise and advice from experienced cyber security professionals who understand the latest threats and can help companies protect against them.
Cloud Computing
Transitioning to cloud computing is an important step forward for any company that wants to reduce costs while improving service delivery. It involves the use of remote servers to store, manage, and process data, as well as deliver applications, messaging solutions, and other operating software. By outsourcing cloud computing services, small businesses can gain access to powerful IT systems without having to invest in costly hardware or desk services.
In addition, outsourcing infrastructure as a service (IaaS) can be beneficial for a small business. This type of cloud computing service allows companies to rent servers for use or storage, outsourcing the responsibility of IT infrastructure provisioning and maintenance. Businesses can save significantly with IaaS compared to investing in physical hardware or data centers. Cybersecurity training and education are also key components for organizations looking to benefit from IaaS, as they need to understand what systems need to be in place as well as best practices for secure cloud computing. Ultimately, cloud computing allows businesses to take advantage of a wide range of IT services without having to hire an internal team or invest heavily in infrastructure.
Website Development & Maintenance
Web development services include designing, developing, and deploying websites and web applications. A strong website is vital to a small business looking to gain a competitive advantage, but many small and mid-sized businesses do not have an internal team with the required experience and skills. In these cases, outsourcing to an external company can be very beneficial. From customizing templates to writing code from scratch, web developers provide the necessary expertise to create a website that meets the specific needs of a business. They can also provide ongoing website maintenance services to update and add content when needed, keep up with technological advancements and trends, and ensure maximum performance and security.
Many web development service providers offer a broad range of services that go beyond traditional website design and development. Ecommerce solutions, which include features such as online shopping carts, payment processing, and inventory management, are often an important component of web development for businesses that sell products or services online, while mobile app development is also increasingly in demand as many businesses seek to provide their customers with mobile-friendly interfaces and native mobile applications.
Help Desk Support Services
With help desk support services, companies are able to respond quickly and effectively to any queries or issues that may arise with their system, avoiding costly downtime and minimizing disruption to daily business operations. Outsourcing help desk services to a reliable services provider can offer several advantages, such as 24/7 support, access to a broader range of technical expertise, and the ability to scale services up or down depending on the organization's needs. By relying on an external team to manage their help desk support, companies can free up their internal resources to focus on core business functions while ensuring their IT systems are running smoothly and meeting their users' needs. Additionally, outsourced help desk services can provide consistent and high-quality support across multiple channels, including phone, email, and online chat, improving user satisfaction and reducing the risk of errors or miscommunication.
From basic tech support to more complex problems, an outsourced IT service provider can offer a range of help desk services that are tailored to the organization's needs, including troubleshooting software and hardware issues, providing user training and onboarding, and managing security and compliance requirements. By outsourcing help desk services, companies can access a wider range of technical expertise and resources that may not be available in-house without needing to hire additional IT staff.
VoIP Solutions
VoIP is an essential part of small business IT services, allowing them to save money on communication and increase productivity. Using software components instead of costly hardware components, businesses can customize and scale the system to fit their needs, making it easier to stay connected with customers, vendors, and employees from anywhere. VoIP eliminates the need for a separate telephone and data network, which can lead to significant cost savings for small business owners that can then be reinvested into the company's operations, ongoing projects, or other areas where it needs additional support. It also eliminates long-distance calling fees and provides access to features unavailable with traditional telecommunications, such as call forwarding, caller ID, voicemail-to-email transcription, and video conferencing. These features can enhance communication and collaboration within the organization, leading to increased productivity and efficiency. This makes VoIP an attractive option for small businesses looking to optimize their communication systems.
Software Installation & Updates
Software installation and updates are necessary for any business to keep their systems up to date. Allocating such tasks to an external vendor allows internal teams to keep their core focus on more strategic activities. This is especially beneficial for businesses without a locally hosted infrastructure or internal IT team, as the software installation process can be complex and time-consuming. Service companies are also well-versed in the best ways to install and update software quickly and efficiently, as well as in the latest technology and updates required to keep systems up to date and efficient. By carefully analyzing their business strategy and needs, small businesses can determine whether outsourcing this service is right for them.
Network Design & Optimization
Network design and optimization can be a great way for small businesses to gain a competitive edge in the market. Having an optimized network setup ensures that business operations run smoothly and efficiently, helping to reduce operational costs and allowing IT teams to execute long-term projects that are essential for the business's success.
By investing in network design and optimization, small businesses can rest assured that their networks are up-to-date with the most cutting-edge technology available. This helps them ensure that their data is secure and their networks are running at peak performance. Furthermore, by outsourcing this work to an experienced IT service provider, businesses can free up their IT team's time to focus on other projects or initiatives while keeping their systems secure and efficient.
Frequently Asked Questions
What Are the Long-Term Costs Associated with Outsourcing IT Services for a Small Business?
Outsourcing IT services can be a great way for small businesses to get the help they need without having to hire in-house staff, but there are some long-term costs to consider. Each service or project will require a fee to cover the contractor’s time and skills, as well as the possibility of additional fees related to training, setup, or maintenance if required. Businesses may also experience potential disruption caused by any delays in completing tasks or lack of availability from contractors during peak times. To avoid this, small businesses should ensure they have ample time available for implementation, review, and testing when necessary. Additionally, it's important to make sure a contract clearly outlines expectations for turnaround times and communication protocols between both parties. By properly assessing the costs ahead of time, small businesses can make informed decisions about their IT service needs and ensure they are choosing an appropriate solution for their business goals.
How Much Time Does It Take for an IT Provider to Implement the Requested Services?
The amount of time it takes for an IT provider to implement the requested services can vary depending on the complexity of the project, the available resources, and a variety of other factors. Delays can be especially frustrating for small and medium-sized businesses that need their services implemented quickly to avoid missing out on valuable opportunities. Businesses should ask about expected turnaround times as well as whether the company uses automation tools or has dedicated staff to work on the project, in addition to requesting regular updates and detailed documentation.
What Types of Customer Service Do IT Providers Typically Offer?
Many IT providers offer both remote and on-site customer service. Remote customer service may include telephone, email, and live chat support. On-site customer service involves dispatching technicians to the customer's location for troubleshooting or the implementation of services. Both forms of customer service can help customers get the assistance they need quickly and easily.
Additionally, some IT providers may offer additional services such as training sessions, educational webinars, or tutorials to help customers understand how their systems work and how to use them effectively. These additional services can help customers become more proficient with their systems and better utilize the resources they have available.
How Can I Ensure That My Data Is Secure When Outsourcing IT Services?
Security is a paramount concern for today's businesses, and it's important to ensure that all of your data is protected before you outsource any services. First, find a reliable IT provider with a proven track record of success in providing secure services. Make sure they have experience handling sensitive data and that they use the latest encryption technologies. It's also important to review their terms and conditions, as well as any applicable privacy policies, so that you understand what measures will be taken to keep your data safe. Make sure that you set up access controls on the systems that are being managed by the IT provider. This will help prevent unauthorized access and potential breaches of security. Additionally, it's wise to monitor your systems regularly for any suspicious activity or changes in performance levels, so you can take action if needed.
Are There Any Specific Qualifications I Should Look for When Selecting an IT Provider?
It's essential to choose a provider that is qualified and experienced in their field, so you can trust the services you're receiving. Check for certifications and credentials that demonstrate their knowledge, as well as any reviews and feedback from previous customers.
It's also important to make sure your provider has a clear understanding of your needs, goals, and objectives so they can provide solutions that are tailored specifically to your business. Ask questions about their expertise in certain areas and what they could do for you. Make sure they have a good understanding of your industry and any other requirements you may have.
A qualified IT provider should be able to offer reliable services at an affordable price while providing support when needed. Research each potential provider thoroughly before making a decision, so you can find one who meets all your criteria. This will help ensure your data is secure and you receive high-quality services.
Outsourcing IT Services Could Help Your Business Thrive
In conclusion, outsourcing IT contract services can be a cost-effective and efficient way for small businesses to access the technology they need. Business owners should carefully research potential providers to ensure that they offer both high-quality customer service and security measures to protect data. Additionally, it is important to consider the long-term costs associated with outsourcing IT services in order to make sure the business is getting the best deal possible. By taking these factors into account, small businesses can find an IT provider that meets their specific needs and helps them remain competitive in their industry.
Article Author:
Ashley Meyer
Divisional Business Coordinator
Albany, NY