02/ 16/ 2007
How to know when to call an outside company for IT help
In today's digital age, many small businesses would be crippled if their IT services were interrupted or failed completely. From talking on the phone to conducting e-commerce, your company's IT needs should not be taken lightly.
Every business has different service needs, but how do you know when you should handle such needs in-house or outsource them? The answer will differ for every small business, but the following tips can help you get an idea of how not to get in over your head--or how to get out if you're already there.
What is IT?
When many people hear the term "information technology," or "IT," they know it has something to do with computers. What some people might not realize, however, is just how complex your company's IT needs can be. The time and effort involved in keeping services up and running will vary, but the four most common IT components comprise:
- General computer maintenance. This includes operating system updates, backups, and software and hardware updates.
- Telephones. Though most people think strictly "computers" when dealing with IT, telephone systems need maintenance as well. And with the increase in popularity of Voice over Internet Protocol (VoIP), small-business owners now need to decide if they want an analog or broadband phone system.
- Web site. It is rare nowadays for a company to not have a Web site--even for a company that does not sell goods or services online. The creation and maintenance of your site will include hosting (hardware and software), bandwidth, maintenance and security.
- Network. Your office network is what ties everything together and includes:
- Routers, switches, firewalls and bandwidth
- Security
- Servers (including Web, file transfer protocol, files and printers)
When to outsource
When deciding whether to outsource your company's IT services or keep them in-house, consider the following:
- Your specific needs. If your small business utilizes each of the four aspects of IT listed above on a regular basis, it would probably be beneficial to have one or more IT specialists on staff. However, if your business has a basic computer and phone setup, it might be more cost-effective to call in help only when necessary.
- Budget. Is the cost of outsourcing your needs less than what it would be to hire a part- or full-time employee at your business? Don't just look at the numbers, either, consider peace of mind. Keep in mind that with an IT specialist on staff, you'll always have someone on-site in case of an emergency, instead of waiting on a customer-service representative.
- Length of service. If your company is going through a transition, and you are looking to transfer files, change computer systems or redesign your Web site, it might be more efficient--both in terms of cost and time--to outsource the work to someone who can focus solely on your project and then turn the results over to you.
- Size of your business. Some experts advise companies with 15 or more employees handle their IT services in-house, especially if they are running their own e-mail and web servers. Doing so provides an environment in which critical system updates can be made quickly and efficiently.
If you do decide to outsource, remember that you don't have to put all your eggs in one basket. Just because you hire an outside company to develop and maintain your Web site doesn't mean you can't handle your telephones and computer network. Decide what you feel comfortable managing in-house, and consider outsourcing any other services that you don't have the expertise--or inclination---to deal with.
