Top 10 IT Challenges Faced by Calgary Businesses and How to Overcome Them

When considering IT managed services, one of the primary concerns for businesses is the cost. The expenses associated with IT managed services can vary widely based on the type of service, the complexity of the implementation, and the size of the business. For instance, managed IT services typically offer several pricing models, such as fixed-price contracts, per-device pricing, and per-user pricing. Fixed price or monthly recurring contracts charge a flat rate, usually monthly, for a comprehensive range of services, making budgeting predictable. On the other hand, per-device and per-user pricing models allow businesses to scale costs based on their specific needs.

Moreover, outsourcing IT support can significantly reduce expenses compared to maintaining an in-house team. Outsourcing often cuts costs by 25% to 40%. This cost efficiency is due to the reduced need for full-time salaries, benefits, and the challenges associated with hiring and retaining skilled IT professionals. Therefore, understanding these cost structures is crucial for businesses aiming to implement effective IT managed services without breaking the bank.

Small businesses often face the dilemma of limited budgets and numerous IT challenges. To effectively prioritize, businesses should first conduct a thorough assessment of their current IT infrastructure and identify the most critical issues impacting their operations. Cybersecurity, for instance, should be a top priority due to the increasing sophistication of cyber threats. Implementing layered security measures and real-time threat detection can prevent costly breaches.

Next, businesses should focus on optimizing their employees’ work environments, especially with the rise of hybrid work models. Ensuring secure and consistent access to tools and resources can boost productivity and collaboration. Additionally, simplifying IT management through automation and integrated dashboards can help small businesses manage their IT needs more efficiently. Furthermore, by working with an IT managed service provider to prioritize these areas, small businesses can address their most pressing IT challenges while maximizing their limited resources.

Great question!

Some Background

Our customer was a startup that was moving into the operations phase and wanted to put a suite of IT products and services in place that would allow them to do their day-to-day work, while improving their cybersecurity and ability to get IT support when needed. Some of the challenges they were facing included:

• Unclear picture of software inventory or licensing compliance, with some users not having the software they needed to do their work.
• Poor response time and support from their current IT provider, and difficulty getting to the right resource to fix IT issues.
• Reliance on an on-premises physical file server to host application data and files. Results in a need to maintain the physical hardware and fix issues when they arise. Also creates risk around resiliency of the data (no physical or geographic redundancy beyond nightly backups).
• Requirement to use a VPN to connect remotely to application data for remote workers.
• Need a solid backup and disaster recovery solution due to criticality of data/files.
• Lack of confidence in cybersecurity and patching across computer fleet.
• IT support cost is too high for the service being provided.
• Lack of a clear IT roadmap and budget.

The Solution

The first step was to get Microsoft 365 Business Premium licensing for all their users. This gave them access to always up-to-date versions of the Office applications like Outlook, Teams, OneDrive, SharePoint, Word, Excel, and PowerPoint. With the applications in place on their desktops, laptops and mobile devices, the next step was to combine shared files from various cloud storage services and computers onto SharePoint and OneDrive. This allowed all users access to the files from anywhere, on any device while locking down permissions and securing access with multi-factor authentication. The customer also deployed Copilot for Microsoft 365 to give users access to AI capabilities in all the Office apps they used daily. Adobe Acrobat for Teams was also deployed so users could properly edit and sign PDFs but also send PDFs for signature.

Next, we removed all the disparate legacy antivirus products in the environment and deployed Microsoft Defender for Business. Unlike some of our competitors, we do not settle for the most basic antivirus software to save a few dollars. A single ransomware attack can put your business out of commission for days, if not weeks, and can result in severe financial consequences. Microsoft Defender includes sophisticated ransomware protection through technologies such as endpoint detection and response (EDR), threat and vulnerability management (TVM), and automated investigation and remediation (AIR), along with cross-platform support so all your computers, servers, and mobile devices are protected.

To ensure the users had the support they needed, we onboarded them to our 24/7 North American based help desk which is available via chat, email, and phone with average response times as low as thirty seconds! No more lost productivity trying to track down someone in the office who knows a little bit about computers to try and fix technical issues. Our Invicta help desk members hold certifications across numerous platforms and have years of experience that would be too costly to employ in-house.

Microsoft 365 Business Premium does an excellent job of making your data more redundant and recoverable, but it requires a backup and disaster recovery solution that ensures your data is fully recoverable in the case of accidental deletion or malicious ransomware attack. We deployed Veeam Backup for Microsoft 365 which enabled users to recover Outlook, Teams, OneDrive, and SharePoint data anytime using their own personal recovery portals.

To make sure the customer was getting the maximum return on their technology investment, we added a Microsoft eLearning tool which allowed users to learn how to use their new software, while letting management track employee progress.

Finally, all these products and services were bundled together, and the customer was billed monthly, per user. This made their IT spend much more predictable while combining all the vendors they used to have to work with into one partner – Invicta IT Solutions! Scaling for growth, or pulling back when needed, was now a much easier process that could happens in days instead of weeks or months.

Partnering with an IT Managed Service Provider (MSP) offers numerous long-term benefits for businesses. One of the most significant advantages is improved IT budgeting. MSPs provide predictable pricing models, which help businesses avoid unexpected expenses and better manage their IT budgets. This financial predictability allows businesses to allocate resources more effectively and plan for future growth.

Additionally, MSPs offer access to a team of experts, ensuring that businesses have the necessary skills and knowledge to handle complex IT issues. This expertise is particularly valuable for small and medium-sized businesses that may not have the resources to hire full-time IT professionals. Furthermore, MSPs enhance data protection by implementing proactive business continuity and disaster recovery services. This ensures that businesses can quickly recover from any disruptions and maintain their operations smoothly.

Another long-term benefit is the scalability and flexibility that MSPs provide. As businesses grow, their IT needs evolve. MSPs offer scalable solutions that can adapt to changing requirements, allowing businesses to expand without worrying about IT constraints. This flexibility is crucial for maintaining competitiveness in a rapidly changing market.

In conclusion, understanding the costs associated with IT solutions, prioritizing IT challenges, learning from case studies, and recognizing the long-term benefits of partnering with an MSP are essential for businesses aiming to thrive in today’s digital landscape. By addressing these key areas, businesses can ensure they are well-equipped to handle their IT needs effectively and efficiently.