Once I have the basics set up, how often should I reevaluate and improve my IT setup?

For SMBs, it is important to reevaluate their IT setup regularly. Once you have the basics of your IT setup in place, you should perform such assessments regularly, depending on the size of your business, industry standards, technological changes, and cybersecurity risks. Here are some guidelines on how often you should revisit your IT setup.

Initial Setup

Your IT infrastructure is initially set up based on your immediate needs, such as hardware, software, and network configurations. SMBs' IT needs to expand as they grow, but SMBs' initial setup is commonly based on current business requirements. Therefore, it is advisable to schedule your first reevaluation within six to twelve months after this initial phase.

Regular Reevaluations

In the long run, it would be beneficial to implement regular reevaluations and improvement cycles once the basics have been established. There are three types of reviews you can choose: quarterly, biannual, or annual.

1. Quarterly Reevaluations

A quarterly review is ideal for SMBs, like finance or e-commerce, where IT plays a critical role in daily operations. Fast technological advancements, combined with the evolving nature of cyber threats, require constant updates to ensure the infrastructure remains resilient and current. During quarterly reviews, you should focus on the following:

• Assess cybersecurity measures and address new threat vectors.
• Review the performance of critical systems and networks.
• Engage with users to identify issues related to software usability and system performance.
• Ensure that backup procedures are functional and up-to-date, and disaster recovery plans are frequently tested.

2.  Biannual Re-Evaluations

A biannual approach can work well for SMBs with moderate technological demands. The biannual review allows you to dive deeper into infrastructure upgrades, such as migrating to newer software or hardware platforms, without overburdening your team or resources. During this review, focus on:

• Check if your hardware is still meeting performance standards.
• Ensure that your IT systems are compliant with ISO standards, depending on your sector.

3. Annual Re-Evaluations

Annual reevaluations can be sufficient for SMBs with relatively static IT requirements. For companies without the need for continuous IT evolution, a once-a-year review allows you to reflect on the entire year’s performance. During annual reviews, focus on:

• Revisit your IT strategy and align it with your business goals. This includes planning for capacity and budgeting for necessary upgrades.
• Ensure staff is trained on using new software, tools, and security protocols.
• Review contracts with vendors, assess their performance, and explore new partnerships that could offer better services or savings.
• Use annual reviews to schedule and implement larger IT projects, like a company-wide shift to cloud infrastructure or a migration to a new ERP system.

Trigger-Based Re-Evaluations

Apart from scheduled reviews, certain events or changes in SMBs should trigger an immediate reevaluation of the IT setup, regardless of when the next regular review is planned. Some of these triggers include:

Cybersecurity incidents: If your organization experiences a cyberattack or data breach, a thorough review of your security systems should be conducted immediately. Implement new security protocols and review incident response plans.
Significant business changes: Major changes such as mergers, acquisitions, or expansions may require a re-evaluation of your IT architecture to accommodate new users, locations, and business processes. Likewise, if your organization shifts to remote or hybrid work, you should reassess network security, collaboration tools, and VPN capabilities.

Technology end-of-life: Whenever your hardware or software ends its life cycle, you should consider upgrades.

Emerging Technologies and Trends

As technology continues to evolve rapidly, advancements in technologies like machine learning, artificial intelligence, cloud computing, and 5G can significantly impact your IT environment. Keeping an eye on these trends is crucial. These innovations can drastically improve the scalability, automation, and security of your IT setup, making your organization more efficient in the long run.

Conclusion

The key to managing SMBs' IT infrastructure effectively is to schedule regular, consistent evaluations while staying adaptable enough to respond to unforeseen events. Implement a combination of quarterly, biannual, or annual reviews depending on the needs of SMBs. By following this approach, you can ensure your IT infrastructure remains efficient, secure, and scalable.