What IT Does A Small Business Need?

A solid IT foundation is one of the biggest advantages a small business startup can give itself. You don’t need enterprise‑level complexity, but you do need a smart, scalable setup that won’t collapse the moment you grow. Here’s a clear, practical breakdown of what most small businesses actually need — without the fluff!

As I'm a Microsoft Partner, this article is written based on using Microsoft solutions, but the principles apply to the MAC, Google etc. worlds as well.

Core IT Every Small Business Needs:

Before diving deeper, the basic IT that a small business needs include:

• Good quality broadband, (I suggest a minimum of 100mbps download, 30mbps upload). Accessible via WiFi, and if you have an office, via ethernet would be good.
• Good quality devices. For example my recommended specification for PCs/Laptops is: Windows 11 Pro, 16GB RAM, 256Gb (minimum) 512 GB (preferable) SSD, Intel Core 5/7 or Ryzen 5 Processor, WiFi (laptop), RJ-45 Ethernet port (PC: required. Laptop: 'nice-to-have'), USB 3.0 and HDMI ports. £500-£700 should cover the cost of such a device, depending where you source it from.
• Ensure high quality endpoint protection, covering anti-virus, anti-malware etc is installed on all user devices, e.g. Defender For Business via Microsoft 365, Malwarebytes, Bitdefender.
• A printer that also supports scan to folder.
• Office Apps, preferably via Microsoft 365, each member of staff having a Business Standard or Premium licence assigned.
• Relevant Line of Business Apps, accessible online (cloud based).
• A robust data backup/restore system, preferabley storing the data in 'the cloud'.
• A business domain name, secured by an SSL Certificate, sourced through a quality hosting provider (I recommend 20i and Fasthosts who are both UK based)
• Email based on that business domain name Via Microsoft 365 if you have decided to go down the 365 route, which I recommend.
• A website based on that domain name.

With all the above in place, you're in a good place, but let's take deeper dive on how to make sure that your IT is even more secure, robust and free of risk.......

1. Identity, Email & Collaboration

This is the backbone of your digital operations.

Optimal components:

• Business email (e.g., via Exchange Online in Microsoft 365)
• Centralised  identity management (e.g. via Entra ID in Microsoft 365)
• Shared calendars, contacts, and collaboration tools
• Cloud Storage for files (e.g. via SharePoint in Microsoft 365).

Why they matter:

• Professionalism
• Security
• Easy onboarding/offboarding as you grow

2. Device Setup & Management

Even with just a few laptops, you want consistency and security.

Ideal Setup:

• Windows & mobile devices enrolled in Intune in Microsoft 365.
• Standardised configuration profiles applied
• Automatic updates and patching
• Enforced security baselines
• Ability to wipe the device if lost or stolen

Why it matters:

• Reduces IT headaches later
• Protects data if a device is lost or stolen

3. Cybersecurity Essentials

Startups are prime targets because attackers assume you’re unprotected.

Ideal Security Stack:

• MFA (mutli factor authentication) everywhere
• Conditional Access policies
• Business Grade Endpoint protection (e.g. Defender for Business via Microsoft 365, Malwarebytes etc.). Don't ever be tempted to deploy free versions of anti-virus software instead!
• Email security (anti-phishing, anti-spam)
• Password manager (e.g. 1Password, Bitwarden, etc.)
• Regular backups (cloud + offline)

Why it matters:

• One breach can kill a young business

4. Networking & Connectivity

Keep it simple, but secure.

• Business‑grade router/firewall in the office (e.g. UniFi, Meraki, DrayTek)
• Segmented Wi‑Fi in the office (staff vs guest)
• VPN if remote access to the business data is required e.g. when working from home.

Why it matters:

• Stable, secure connectivity is non‑negotiable

5. Data Storage & Backup Strategy

Cloud based is the smart solution.

Microsoft options:

• SharePoint/OneDrive for documents
• Azure storage for apps or structured data
• Automated backups (cloud-to-cloud backup is a must, (e.g. via Datto, Skykick)

Why it metters:

• Data stored on your computers can easily be lost or compromised.
• Accidental deletion, ransomware, or sync issues can wipe out your business without backups.

6. Office Apps

Microsoft 365 is the way to go

All business users need access to office software apps such as a wordprocessor, a spreadsheet program, an email client etc. Depending on the licence type, Microsoft 365 gives the best: Word, Excel, Outlook plus a host of others.

There are lots of different Microsoft 365 licence types but these are the ones that are most used by small businesses:

Exchange Online Plan 1: 50GB mailbox (accessible online or via the free Outlook app available for mobile phones or tablets).

Business Basic:  50GB mailbox, access to data stored in OneDrive & SharePoint, the Microsoft Office Web Apps, Microsoft Teams.

Business Standard: All that the Business Basic licence gives plus the desktop versions of the Microsoft Office apps which can be installed on up to 5 devices used by the licence holder.

Business Premium: All that the Business Standard gives plus device management via Intune and advanced security via Defender For Business.

7. Line of Business Apps

This depends on your industry, but common generic categories include:

• CRM (e.g. HubSpot, Zoho, Dynamics 365)
• Accounting (e.g. Xero, QuickBooks)
• Project Management (e.g. Trello, Asana, Monday)
• Ticketing/helpdesk (e.g. Freshdesk, Zendesk)

There may be a line of business app specific to your type of business. More and more these days, there will be a cloud version of that app available, making the need for an in-house server redundant.

8. Website & Digital Presence

Even a simple presence counts!

Basics:

• Domain name, quality hosting & SSL certificate
• Website (I recommend built using WordPress)
• Basic SEO setup (refer to my blog post:  SEO - The Beginner's Guide That Achieves A Lot! - Pennine IT Services Mansfield UK
• Business listings (Google Business Profile, Bing Places For Business listing, Social Media)

Why it matters:

• Credibilty, customers expect to find you online.
• Getting discovered via search engines.

9. Policies & Governance

Even a small team needs structure.

Useful early policies:

• Password/security policy
• Device policy (BYOD or company-owned)
• Data retention
• Staff Onboarding/offboarding IT checklist

Why it matters:

• Prevents confusion and protects the business legally

10. Support & Maintenance

You don’t need, and probably can't justify the cost of employing a full-time IT person. You will need help and advice with your IT from time-to-time though.

This is where MSPs, like Pennine IT Services come into play. You can use us as your go to IT Support, Microsoft 365 and Web Design & Hosting provider.

We will take all of the worries about your IT away from you, enabling you to concentrate 100% on your Businesss, knowing that you IT is being looked after by a professional.