Running a small business often means juggling multiple tasks, from managing operations to customer service, marketing, and more. Amidst this, ensuring that your IT systems run smoothly can be overwhelming. That’s where outsourcing IT support comes into play. But how much does it really cost? And is it worth the investment?
First, Does Your Business Need to Outsource IT Support?
Outsourcing IT support has become a popular choice for small businesses, and for good reason. With limited resources and expertise, many small businesses find it challenging to manage their IT needs in-house. Often, as a business grows, the owner or “technical person” on staff no longer has time to manage IT while doing their full time job. Outsourcing provides access to a team of experts who can handle everything from daily technical issues to long-term IT strategy.
Outsourced IT support offers flexibility. Whether you need help with specific projects or ongoing managed services, you can tailor the level of support to your business needs. This flexibility is invaluable for small businesses that experience fluctuating demands.
Consider the peace of mind that comes with knowing your IT systems are in capable hands. With outsourced IT, you can focus on growing your business, knowing that your technology is well-managed and cybersecurity is strong, so you can sleep at night.
Factors Influencing the Cost of Outsourced IT Support
Several factors determine the cost of outsourced IT support. Let’s break them down:
Service Tiers
IT support services come in various tiers, from basic managed services to fully outsourced IT departments. Managed services usually cover routine maintenance, software updates, and basic troubleshooting. Fully outsourced IT departments provide comprehensive support, including strategic planning and advanced cybersecurity.
Size of the Business
The size of your business plays a significant role in pricing. Larger businesses with more complex IT infrastructure require more support and resources, leading to higher costs. Conversely, smaller businesses may enjoy lower rates due to more simple IT needs and fewer users.
Frequency of Support
How often you need IT support also affects the cost. Some businesses opt for 24/7 support, while others may only need assistance during regular business hours. The more frequent the support, the higher the cost.
Custom Services
Specialized services such as cybersecurity, cloud services, or software support services can increase costs. These services require advanced expertise and tools, which come at a premium. However, they are worth the investment to provide additional productivity for your team while protecting your business from potential threats.
Understanding the Cost Structure
Outsourced IT support costs typically follow one of three structures:
Hourly Rates
Some providers charge by the hour, which can be beneficial for businesses with sporadic IT needs. However, hourly rates don’t provide the ability to manage a consistent budget, they often move you to the bottom of the queue behind consistent monthly clients, and hourly rates are often the most expensive way to manage your IT if you encounter issues, particularly after standard business hours when rates are the highest.
Flat Rates
Flat-rate pricing offers predictability because you pay a set fee each month, regardless of the number of support requests. Adding a 24/7/365 option provides great value to users who work early mornings, late in the evening, or on weekends. This model is ideal for businesses that prefer budgeting with no surprises.
Per-Device Pricing
A less common structure is per-device pricing, where you pay based on the number of devices supported. Per-device pricing is often bundled with flat rate month-to-month pricing, and it can be cost-effective for businesses with a small number of devices but may become expensive as your business grows.
Cost vs. Value
When evaluating the cost of IT support, it’s crucial to consider the value it brings to your business. Here are some key points to keep in mind:
Potential Savings
Outsourcing IT support can result in significant savings compared to hiring full-time IT staff. You avoid expenses related to salaries, benefits, and training while gaining access to an entire team of experts. (in California, the average IT support person’s salary is $63,000 plus the cost of benefits, or $5,250/month plus benefits). Flat-rate monthly services can be significantly less than the cost of one IT person’s salary plus benefits.
Enhanced Security
With specialized cybersecurity services, you can protect your business from data breaches and cyberattacks. The average downtime for a company hit by ransomware is 24 days, and the cost of recovery from ransomware in 2024 averaged $2.73M (up $1M since 2023).
Reduced Downtime
Professional IT support minimizes downtime. Quick resolution of technical issues means your business can operate smoothly, leading to increased productivity and revenue. And if there is a cyber attack, your Outsourced IT Vendor should have fully tested back-ups to restore your data and keep your business running.
Access to Expertise
Outsourcing gives you access to experienced professionals who stay updated with the latest technology trends. Their expertise can drive innovation and efficiency in your business.
How to Choose the Right IT Support Provider
Selecting the right IT support provider is crucial for maximizing value. Here are some tips to guide you:
Assess Your Needs
Determine what services you require. Do you need basic support, or are you looking for advanced cybersecurity or migration to the cloud? Understanding your needs will help you find a provider that offers suitable services.
Check Credentials
Research potential providers’ credentials. Look for certifications, client testimonials, Google reviews, and case studies. A reputable provider will have a track record of delivering quality service.
Ask Questions
Don’t hesitate to ask questions about pricing, service levels, and response times. A transparent provider will be happy to provide detailed information.
Consider Flexibility
Choose a provider that offers flexible plans, including 24/7/365 live technical support if you need it. Your business needs may change, and having the option to adjust your services is beneficial.
Tips for Maximizing the Value of Outsourced IT Support
To get the most out of your outsourced IT support, consider these tips:
Regular Communication
Maintain open communication with your IT provider. Regular check-ins ensure that your needs are met and any issues are promptly addressed.
Clear Contracts
Ensure that your contract clearly outlines the services provided, response times, and pricing. This clarity prevents misunderstandings and ensures you get what you pay for.
Performance Reviews
Periodically review the performance of your IT provider. Are they meeting your expectations? If not, discuss potential improvements or consider switching providers.
Find Out if Outsourced IT Support Is Right for You
Use our pricing calculator and get a personalized quote from Forum Info-Tech and learn about how we can support your technology. You can get rid of the constant IT troubleshooting without the costs of a full in-house IT team.Take a look at our pricing calculator today!
