If you run a small or medium-sized business, your IT doesn’t need to be flashy — it needs to be reliable, tidy, and easy to live with. The quickest gains come from getting the foundations right.
You don’t have to do all of this yourself. If you already work with a Managed Service Provider (MSP), much of it should be their day job. Use this list to prioritise what matters — and to check your provider is covering the basics.
Pick a small set of approved laptop and desktop models. Same chargers, same software, same spare parts — and one docking station that fits all laptops. Set-ups are faster, swaps are painless, and you hold fewer bits in the cupboard.
Action: publish a one-page hardware standard (models, docks, chargers, warranty) and stick to it.
MSP tip: ask your MSP to define the standard, keep stock levels sensible, and pre-stage replacements.
Most access issues start when people join, change role, or leave. A simple checklist means new starters have everything on day one, movers get only what they need, and leavers are switched off cleanly.
Action: create a Joiners/Movers/Leavers (JML) list showing who requests, who approves, when accounts are created, changed, or removed — plus kit to issue or collect.
MSP tip: your MSP can run the JML process, track approvals, and report on completion.
Decide where documents live (SharePoint/Teams) and share links — don’t upload copies. That way, everyone works on the same file and you can roll back if needed.
Action: agree a naming format like “DD-MM-YYYY – Client – Subject – v1.0” and archive older content every quarter.
MSP tip: ask your MSP to set up the structure, permissions, and a simple naming guide — and tidy old content.
Turn on two-step sign-in (multi-factor) for Microsoft 365, remote access, finance tools — anything that supports it. Use a verification app on your phone or a small security key, and keep spare sign-in codes safely.
Action: enforce it by policy; set “remember this device” on company machines so it’s secure and convenient.
MSP tip: your MSP can enforce the policy, help people onboard quickly, and keep an eye on compliance.
Updates go wrong when they’re random. Set a regular time each month, report on progress, and chase anything missed. Include computers, servers, browsers and common apps. Let people know when a restart might happen so no one’s caught out.
Action: pick a monthly update window; aim for very high completion and review any exceptions with the owners.
MSP tip: ask your MSP to manage updates end-to-end and give you a simple monthly report.
If you haven’t restored it, you haven’t backed it up. Test restores for Microsoft 365 (SharePoint/OneDrive/Exchange) as well as servers. Check the file opens and looks right — not just that the job “succeeded”.
Action: do a monthly test restore of a file, an email account, and a SharePoint site. Record who did it, how long it took, and any fixes.
MSP tip: your MSP should schedule test restores and share timings and results in plain English.
Have a back-up internet connection (ideally from a different provider) that takes over automatically if the main one drops. A mobile data back-up is fine if a second line isn’t available. Calls, card machines and remote access should carry on without a scramble.
Action: use a router that can switch over on its own; test failover and switch-back twice a year.
MSP tip: ask your MSP to set this up, test it regularly, and alert you if it ever fails over.
Standardise printer models so ink/toner and support are predictable. Keep guest Wi-Fi separate from your business network so visitors can’t touch your systems. Label office Wi-Fi clearly and retire old network names that confuse people.
Action: pick one approved printer range; set up a separate guest Wi-Fi; remove “mystery” kit and tidy old network names.
MSP tip: your MSP can manage printers, tidy the Wi-Fi, and keep a simple map of what’s where.
Keep a single list of who supplies what, contract terms, notice periods, and key contacts — include website addresses (domains) and the security certificates (the little padlock). This avoids auto-renew traps and last-minute panics.
Action: maintain a simple register with renewal dates and set reminders 90 days ahead.
MSP tip: ask your MSP to hold the register, watch the dates, and flag options before things renew.
Many firms pay for features twice. Microsoft 365 Business Premium often includes things you might be buying elsewhere (looking after company laptops and phones, basic data protection tools, Microsoft Defender). Make sure unused accounts are removed or downgraded.
Action: map licences to roles; switch on the features you’re already paying for; review usage monthly and cut waste.
MSP tip: your MSP can review licences, remove waste, and turn on the built-in features you’re missing.
In a small team, naming an “owner” for every system can be overkill. What matters is that people know who to contact first and what happens next — so issues don’t bounce around.
Action: pick one primary contact for all IT requests, plus a back-up. Keep this infornation somewhere accessible and easy to reference.
MSP tip: agree with your MSP that they’re the primary contact, and define a clear escalation path for anything urgent. When you do grow, you can add named owners for specific systems later.
Pick a few measures that matter: response time, things sorted first time, how many devices are up to date, back-up success, and how old your kit is. Keep it visible and talk about it.
Action: create a one-page monthly scorecard. Green/amber/red. Focus the meeting on the ambers and what will turn them green.
MSP tip: your MSP should provide this scorecard and talk through it with you in plain English.
1 - Turn on two-step sign-in and run a back-up test. 2 - Publish hardware standards and the JML checklist. 3 - Pick your monthly update window. MSP tip: ask your MSP to implement and report back.
1 - Tidy Microsoft 365 structure and naming. 2 - Build the supplier/renewal register. 3 - Set up the back-up internet connection and automatic switch-over. MSP tip: review the changes together in a short call.
1 - Review Microsoft 365 licences and cut waste. 2 - Choose a primary IT contact and backup; make it visible. 3 - Start the monthly one-page scorecard. MSP tip: agree with your MSP that they’re the primary contact and define a clear escalation path for urgent issues.
MSP tip: a good MSP will take these off your plate and keep you honest with clear, regular reporting.
If you can answer “yes” to all five, your foundations are in good shape. If not, start with the 30/60/90 plan — and, where it makes sense, hand the heavy lifting to your MSP.
We’ll run the basics — updates, back-ups, onboarding and licences — and send a simple monthly scorecard.
