There’s no time like the present!
Welcome to ProviDyn’s Top 10 IT Best Practices To Adopt in 2021. This simple, non-technical “listicle” covers some of the most valuable technology tips we can assemble into a convenient five-minute read.
Some of the recommendations may seem a little obvious. However, the trick is to combine each bit of advice into one unified and repeatable process.
#1 Embrace Strategy
A strategy is the best foundation for creating IT systems that align with your business goals.
Does your 5-year business plan inform your IT?
If not, it’s time to establish a Technology Planning Committee to integrate the two and institute planning, collaboration, tracking, and accountability across each functional area or department of your organization.
Learn More: Missing the Strategy Piece?
#2 Establish a Budget
IT should be an investment similar in importance to real estate and human resources. With the emergence of mobility solutions and work from home trends, technological innovations will likely reduce your dependence on real estate.
Do you have the right systems in place if you need to pivot?
Start getting comfortable with formulas that apply to hardware, software, warranties, services, and IT salaries. As a benchmark for establishing an annual technology budget, Gartner Group cites a cross-industry average of 3.3% of sales. Even if you can’t commit right away, develop basic guidelines to inform your future aspirational state.
Learn More: Why Invest in IT?
#3 Adopt Standards
Standards increase the likelihood that all moving parts of your IT environment communicate efficiently and securely.
Are your servers, workstations, wireless access points, cloud applications, switches, and firewalls a mixture of business class and home/office “prosumer” class?
By upgrading each piece to business class, you’ll improve operations, reduce cyber risk, and enhance employee morale.
Learn More: Technology Standards
#4 Eliminate Single Points of Failure
Two scenarios make you vulnerable to potential disruption. In the first scenario, you may have one person in charge of handling IT in-house. Do you have a meaningful way of assessing the skills of this IT employee? Is everything documented in case they leave?
In the second scenario, you may have one individual overseeing the relationship with your managed services provider (MSP) AND running interference on every user request for technical support. This creates a huge bottleneck. Will your MSP allow each user to open tickets directly?
Unless your answer to all three questions is “yes,” you have some trouble spots to address.
#5 Master Cyber Security Frameworks
Are you crystal clear on the cybersecurity frameworks that are best suited to minimize your regulation and compliance exposure?
The current digital landscape is a double-edged sword. Your assets are not only jeopardized by threat actors who use social engineering tactics to bypass cutting edge security solutions, but they are also under assault by government agencies who will hit you with fines if there’s a breach.
There is an alphabet soup list of framework options to juggle: CIS v7, ISO 27001, SEC, SOC 2, GDPR, HIPAA, etc. Make sure you are actively engaged and up to date. You also need to ensure your team receives ongoing cybersecurity awareness training.
Learn More: Cyber Security Frameworks
#6 Optimize The Technology Lifecycle
Every component in your IT stack has a useful life and should be replaced before it fails.
The following examples are approximate lifespan guidelines rather than exact dates for inevitable extinction:
- Laptops - three years
- Workstations - three to four years
- Servers - three to five years
- Wireless Access Points - three to five years
- Firewalls - five to seven years
- Switches - seven to ten years
- Cabling & Wiring (Low Voltage) - seven to ten years
Warranties and renewals of service and support agreements also require careful attention.
Learn More: The Technology Lifecycle
#7 Leverage The Cloud
Every application not currently hosted in the cloud will be moving to the cloud in the next five to ten years.
This is good news for companies who wish to reduce complexity and the capital expenditures associated with premise-based solutions. It also portends well for the proliferation of Single-Sign-On solutions that allow users to reach all of their applications through one secure portal.
The shift is inevitable as all major software developers focus most of their efforts on solutions that are purpose-built for web browsers and software as a service (SaaS) deployed from hyper-scale, public cloud providers like Amazon and Microsoft.
Learn More: All Roads Lead to SaaS
#8 Elevate Backup & Disaster Recovery
Backup is one of your best defenses against intentional or accidental data loss. And yet, many organizations still have significant room for improvement.
According to Help Net Security, “85% of organizations aren’t backing up multiple times per day, 26% back up daily, 28% back up weekly, 20% back up monthly, and 10% aren’t backing up at all. This means days, weeks, or months of data can be lost with no possibility of a complete recovery.”
Peter Krogh, a well-known photographer, popularized the concept of the 3-2-1 rule, which recommends having at least three copies of your data, storing the copies on two different media, and keeping one backup copy offsite.
#9 Maximize Business Continuity
Forward-thinking companies want to grow and can’t afford to suffer disruptions, especially ones that are avoidable.
If your organization were to suffer a catastrophic event like a flood, data breach, or fire, would you be able to continue operations?
Very few companies would be able to carry on without incident. Think about how much downtime you can bear and fill in the gaps by evaluating and strengthening your position with the other considerations on this list.
Learn More: Business Continuity Planning
#10 Prosper with a Trusted Advisor
The United States is flooded with IT support companies. The various players include:
- Sole proprietors
- Break-fix providers
- Five to ten person shops
- Larger regional firms
- National MSPs owned by private equity firms and public conglomerates
There is a tremendous amount of turmoil in the space as smaller providers struggle to keep up, and larger entities make acquisitions.
Can your IT provider scale with you as you grow? Is their ownership changing anytime soon? Are they listening before making recommendations? Or merely making product pitches? Make sure you partner with a company that demonstrates discernment and can serve as an objective consultant.
Learn More: 4 Different Kinds of IT Support
I hope you are inspired by our recommendations and will begin making improvements within your organization right away.
If some of the guidelines seem unrealistic to you, you’re not alone. Even companies in the Fortune 500 have gaps. The goal isn’t perfection. The main objective is to move forward one step at a time.
Are you ready to organize a plan to assess where you stand? I suggest you consider the following first steps:
- Ask your in-house IT department or MSP if they have detailed documentation on each initiative: (network diagrams, IT roadmaps, service catalogs, contracts, and vendor directories, etc.)
- If they do, make sure you employ a scoring system to rank and improve your standing in each category.
Learn More: Start Documenting and Tracking
If they don’t have detailed documentation and a scoring system in place, get a third-party assessment. A second opinion is advisable every few years and many MSPs will share their expertise free of charge.
Are you growing with at least 10-20 people or $4M in annual sales? The ProviDyn team has decades of experience, and we look forward to guiding you.