The Ideal IT Infrastructure Setup for SMBs
This blog post was updated on November 8, 2024
It was originally published on January 15, 2020
Designing the perfect IT Infrastructure For Your Business
Building an effective IT infrastructure is essential for any business aiming to remain competitive and fuel growth. Whether building a tech startup with aspirations of becoming the next unicorn or establishing a community-focused nonprofit, a solid investment in IT infrastructure is a crucial step toward achieving your business goals.
For small and medium-sized businesses (SMBs), creating a competitive IT setup can be challenging. Unlike large corporations with dedicated IT teams and enormous IT budgets, SMBs often have to design infrastructure that is flexible, scalable, and efficient—all while adhering to budget constraints.
So, how can SMBs build a fast, agile, and adaptable IT infrastructure? That’s exactly what we explore in this blog post.
To BYOD or not?
The Bring Your Own Device (BYOD) policy allows employees to use their personal laptops, phones, and tablets for work. This approach is often appealing to startups and small businesses because it minimizes initial capital investment in devices and enables quicker onboarding since employees are already familiar with their own equipment. BYOD also supports increased mobility and flexibility, which can translate into higher productivity.
However, BYOD presents challenges in both IT support and security. The variety of personal devices can complicate support efforts, making troubleshooting difficult and time-consuming. Security risks, such as potential malware and data privacy concerns, are heightened when personal devices are used for work. Additionally, issues around data ownership, storage, and compliance become more complex with BYOD.
Recommendation
For businesses with more than a handful of employees, consider the long-term impact of BYOD on IT security and compliance. Managing device and data security for departing employees, for instance, can pose significant risks if not properly addressed.
Implementing Mobile Device Management (MDM) Solutions
A Mobile Device Management (MDM) solution can help mitigate many of the security risks associated with BYOD. MDM allows IT administrators to remotely access company devices, deploy security updates, manage applications, and even wipe data from devices if necessary. This ensures critical security measures are consistently applied, regardless of device ownership. An MDM solution is a must-have for any business prioritizing cybersecurity, whether or not they have a BYOD policy.
Verdict: BYOD, CYOD, or Something in Between?
While MDM solutions address some security concerns of BYOD, challenges around IT support due to device variety remain. For many businesses, a Choose Your Own Device (CYOD) policy may be a better option. CYOD allows employees to select from a list of IT-approved devices, balancing flexibility and control. This approach simplifies support, as IT teams only need to manage a limited set of devices, and it still offers employees some autonomy in choosing the devices they feel comfortable using.
In conclusion, for small businesses, a CYOD policy combined with MDM provides a practical, secure, and manageable approach to device management. This setup balances flexibility with security, minimizes IT support complexities, and positions your business for growth.
Network and WiFi
Wired vs. Wireless
For most small and medium-sized businesses, wireless networking is often the best choice. Setting up a large wired network can be both costly and time-intensive, especially for high-growth companies that may relocate to larger offices frequently. Each move requires redoing cabling, which adds significantly to IT setup costs. In contrast, a wireless network offers a range of advantages that make it more adaptable for growing businesses, such as:
Cost-effectiveness: Wireless networks eliminate the need for extensive cabling, saving on material and installation costs.
Ease of Setup and Access: Quick to set up, they allow employees to connect seamlessly.
Scalability: Wireless networks can be easily expanded to accommodate more devices as your business grows.
Flexibility: Employees can move freely within the workspace, accessing the network from different areas, which supports collaboration and productivity.
Network Equipment: Consumer-Grade vs. Enterprise-Grade
One common issue we find in resolving network and WiFi problems for new clients is the quality of their network equipment. Many small businesses rely on consumer-grade brands like Ubiquiti, Eero, Google WiFi, and Netgear. While these brands work well for home use, they often fall short in a business setting with many devices. Offices with ten or more WiFi-connected devices are likely to benefit more from enterprise-grade equipment like Cisco Meraki.
Enterprise-grade network equipment offers several advantages over consumer-grade options, such as:
Ease of Management: Simplified monitoring and management tools that support network reliability.
Enhanced Security: Advanced security protocols protect sensitive business data.
Greater Scalability: Easily accommodates additional users and devices.
Consistent Performance: Delivers steady, high-quality connectivity even in high-density environments.
For small businesses, investing in enterprise-grade equipment ensures a strong, reliable network that supports your growth and productivity goals.
Internet Service Provider (ISP): Primary and Secondary Options
Even with a reliable primary internet service package, there’s always a risk of downtime, which can seriously disrupt business operations. Since so much of modern business depends on uninterrupted internet access, having a backup ISP is essential. This secondary connection offers peace of mind and ensures business continuity if your primary ISP experiences an outage.
A dual-internet setup doesn’t have to break the bank. Many businesses find it cost-effective to choose a lower-tier plan from a secondary ISP while keeping the higher-performing ISP as the primary connection. If managing two ISPs seems complex or unfamiliar, a professional network setup can help ensure seamless failover capability, so your business remains online even in case of a primary ISP outage.
Verdict
A robust and resilient network setup for SMBs typically includes a wireless network supported by enterprise-grade equipment like Cisco Meraki, paired with a primary ISP and a secondary, lower-tier ISP connection for failover. This combination ensures cost-effective, reliable, and scalable connectivity that can support business growth and continuity.
Productivity Apps- Microsoft 365 vs Google Workspace
Deciding between Microsoft 365 and Google Workspace for business productivity tools can be challenging for most business owners. Both of these SaaS (Software as a Service) platforms offer cloud-based applications that allow users to send emails, and create documents, spreadsheets, and presentations while also supporting file sharing, collaboration, and cloud storage. Both platforms provide syncing capabilities and video conferencing, and both are accessible from any device or location, supporting employee productivity and mobility.
Given these similarities, the decision isn’t about whether to use cloud productivity apps or not, but rather which platform to choose.
Google Workspace
Google Workspace provides a comprehensive suite for email hosting, storage, and collaboration. With familiar tools like Gmail, Google Drive, and Google Calendar, Google Workspace is entirely cloud-based, allowing employees to work flexibly and efficiently from any device.
Key benefits of Google Workspace include:
99.9% SLA (Service Level Agreement): Ensures high availability and reliability.
Centralized Management: The Google Workspace Admin Console allows IT teams to manage users, security, and settings from one dashboard.
Top Security Standards: Google Workspace is built on Google Cloud Platform, offering robust encryption, including email encryption in transit.
Extensive Integration Options: Google Workspace integrates with numerous third-party applications, expanding functionality and adaptability.
Microsoft 365
Microsoft 365, by contrast, includes both online and desktop versions of popular tools like Word, Excel, and PowerPoint. While Google Workspace applications are streamlined, Microsoft 365 tools offer advanced, feature-rich capabilities, particularly valuable to those who need more sophisticated tools for document creation and data analysis.
Key benefits of Microsoft 365 include:
Advanced Functionality: Integration with Microsoft Office ensures extensive features and tools, ideal for complex tasks.
Robust Security and Compliance: Microsoft 365 offers advanced security, compliance, and administrative options suitable for regulated industries.
Collaboration Tools: Microsoft Teams, Groups, Yammer, and Power BI enhance teamwork and business intelligence.
Enhanced Virus Protection and Rights Management: Provides data security and performance monitoring.
Compatibility with Windows: A natural fit for businesses operating mainly on Windows-based systems.
Verdict
For companies that still rely on local file storage and desktop applications, Microsoft 365 is often the preferred choice due to its powerful desktop applications. On the other hand, Google Workspace is ideal for businesses prioritizing cloud storage, ease of collaboration, and mobility. Google Workspace also provides branded business emails, adding a professional touch, which is particularly valuable for smaller businesses.
From an IT resource perspective, Microsoft 365 tends to be more labor-intensive and costly to support and maintain than Google Workspace. For small and medium businesses looking to minimize operational costs, Google Workspace’s lower management overhead and simplicity make it an appealing choice.
Conference room - Zoom vs Google Meets
In today's business landscape, video conferencing is essential for effective collaboration, whether you’re a local business with international clients or a startup managing remote employees. Among the many web conferencing options, Zoom and Google Meet stand out as two of the most popular choices, each with its unique strengths.
Zoom
Zoom is a robust, user-friendly video conferencing platform that combines video meetings, webinars, and collaborative features in a single cloud-based tool. Built with the needs of modern businesses in mind, Zoom is particularly beneficial for organizations with remote employees and global clients.
Key features of Zoom include:
High Participant Capacity: Supports large virtual meetings and webinars, ideal for interactive sessions.
Enhanced Interactivity: Allows multiple participants to share screens simultaneously, along with interactive tools like screen annotation, virtual breakout rooms, in-meeting chat, and polling.
These capabilities make Zoom an excellent choice for businesses that rely on webinars or require a high level of interaction in their meetings, such as educational sessions, workshops, or global team meetings.
Google Meet
Google Meet, in contrast, is a streamlined video conferencing tool designed for quick, informal meetings, smaller team discussions, and one-on-one interactions. Its seamless integration with Google Workspace makes it a practical choice for businesses that already rely on Google’s suite of productivity tools.
Key features of Google Meet include:
Calendar Integration: One-click access from Google Calendar for effortless meeting participation, with automated email reminders.
Simplicity: A straightforward interface suited for smaller, less complex meetings.
For businesses already using Google Workspace, Google Meet is a logical choice, offering a simplified setup and straightforward collaboration without needing to invest in additional tools. It’s ideal for weekly team stand-ups, informal check-ins, and interviews.
Verdict
If your organization hosts highly interactive meetings, virtual classes, or webinars, Zoom is likely the better option due to its extensive interactive features. However, for routine check-ins, informal discussions, or one-on-one chats, Google Meet offers a practical, streamlined solution.
Communication: VoIP vs. Traditional Telephone Lines
Switching from a traditional telephone system to a Voice over Internet Protocol (VoIP) solution offers numerous advantages for businesses, particularly small and medium-sized companies looking for cost-effective, flexible communication solutions.
Key Benefits of VoIP:
Cost Savings
One of the biggest advantages of VoIP over traditional phone systems is its potential for significant cost savings. VoIP can reduce costs by up to 40% on local calls and up to 90% on international calls, making it an economical choice for businesses with regular communication needs.
Scalability
With VoIP, adding or removing lines for new hires is as easy as a few clicks, giving businesses the flexibility to scale their communication capabilities up or down quickly and without the need for physical infrastructure changes.
Enhanced Call Quality
Modern VoIP systems are designed to deliver high-quality audio, often superior to traditional lines. This means fewer issues with choppy lines, one-way audio, or background noise, allowing for clearer and more reliable communication with clients and colleagues alike.
Flexible Network Setup
Unlike traditional phone systems that often require separate cabling, VoIP can run over existing Ethernet cables or even a WiFi network. This flexibility simplifies office setups, minimizes infrastructure costs, and makes it easier to manage your network layout.
Advanced Features and Integrations
Beyond basic calling, VoIP offers a wide range of features that improve operational efficiency and bring a professional edge to your communication.
Key features include:
Door phone entry buzzer integration
Find me/follow me call routing for remote employees
Voicemail-to-email transcription for easier access to messages
Detailed call analytics including bandwidth utilization and inbound/outbound reports
Call screening and call coaching tools for enhanced customer service
These features allow small and medium-sized businesses to operate more efficiently while improving the customer experience.
Verdict
When compared with traditional phone lines, VoIP systems offer clear advantages in cost, scalability, audio quality, flexibility, and advanced features. For most businesses, VoIP provides a comprehensive communication solution that far surpasses the capabilities of traditional telephony.
Recommended further readings on VoIP:
Your ideal IT infrastructure components
Alright, now that we have gone over the main IT infrastructure elements for your business, let’s summarize your ideal IT setup:
Devices- Adopt a CYOD (choose your own device) policy along with an MDM (mobile device management) solution.
Network and WiFi - Use CISCO Meraki wireless network with a primary and a fallback ISP
Productivity Apps -
Use Microsoft365 if desktop applications and offline functionalities are necessary
Use Google Workspace if cloud storage, collaboration, and mobility are more important
Conference Room-
Use Zoom if you organize interactive meetings, virtual classes, and webinars
Use Meet if you need one-on-one meetings, interviews, and simple team meetings
Communication- Use VoIP phone system along with business features and integrations, instead of traditional phone lines.
Once you have your basic IT infrastructure set up, most of your IT costs will be directed towards operations and maintenance. To keep this cost down, you should keep your infrastructure:
Simple - avoid unnecessary customizations and modifications
Scalable - plan for growth and ensure that your digital infrastructure can scale up or down on demand
Standardized - use standardized processes for procurement, installation, operations, and maintenance.
Finally, anticipate when you will need help with managing your IT operations. As your company grows, you will need to make a shift from firefighting IT issues to adopting a proactive approach. With the growth in size, the complexities in IT also grow and so do the costs of unmanaged IT and downtime. Getting proper IT infrastructure management gives you the insurance you need to work without stress, fatigue, or fear of downtime.
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