How to Conduct a Technology Audit Without an IT Department

Running a small business often means wearing many hats — so what do you do when it's time to evaluate your technology? You don’t need an IT department to conduct a simple, effective technology audit. Here’s a step-by-step guide to help you assess and improve your tech setup.

1. Inventory

Start by listing all the technology you use: computers, software, phones, cloud solutions, and hardware. Don’t forget those old printers in the corner! You can’t manage what you don’t know you have. It’s a good principle. Everything you use with your business should be known: make, model, serial number, date of purchase, and how much you spent. Also, think about software. Write that down! Great from an IT Management standpoint as well as for insurance claims. Do your best to maintain this list so it’s as accurate as it can be.

2. Redundancy and Hidden Costs

Are you paying for two tools or two pieces of software that do the same thing? Identify where you can consolidate and save. Are there devices or software in your inventory that’s incurring annual costs or charges? Fees that serve only to milk you? Get rid of them!

3. Subscriptions

Use your financial system to track down monthly or annual subscriptions. Are you still using all the services you're paying for? Prioritize what’s important, what adds value, what doesn’t. Get rid of service subscriptions that don’t serve you.

4. Friction

Anything that requires your manual intervention — from opening physical letters and depositing physical checks to manually writing correspondence to manually making a telephone call — creates friction. Friction saps your time and energy; more friction = more cost. Assess ways you can use automation to reduce friction and free up your time. This is a great skill that could lead you towards transforming your business processes, a more advanced outcome of IT audits.

5. Security

Review who has access to what, especially you. Do passwords get updated regularly? Consider using a password manager if you aren’t already. What’s the state of your backups and encryption? Risks abound. Are you prepared?

6. Feedback

There’s no shame in asking for help. Technology evolves fast. Build a wish list of updates or upgrades you might need over the next 12 months. Talk to a technology consultant. Bring your audits to them for review and ideas.

Even without an IT department, a basic tech audit helps you stay organized, save money, and position your business for growth. Still, need a professional touch? I can help!

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Cybersecurity for the Home Office: Tips for Small Business Owners

As more small business owners embrace remote work, securing home offices has become a critical part of protecting sensitive data. Cyber threats don’t discriminate between large companies and small operations, making it vital to address vulnerabilities in remote work setups.

Strengthen Your Wi-Fi Network

Ensure the use of secure, password-protected Wi-Fi networks using WPA3 encryption with updated firmware. Rotate your WiFI AP’s passphrase at least once a year.

Outsource Your Router

Owning your own broadband router can save you a bit of money — maybe $10/mo with your ISP — but that means you’re responsible for it. Your responsible for its configuration and its maintenance, including firmware upgrades. Since when did you become an IT department? Change your focus. Give that responsibility to your ISP by using their gateway, making them responsible for maintenance and upgrades.

Leverage Endpoint Security

Laptops, tablets, and phones used for work must have robust antivirus software, firewall protection, and encryption to safeguard data. But they should be monitored and watched at a distance for policy compliance. Again, you’re not an IT department, but you can leverage one with EPM (Endpoint Management).

Adopt Multi-Factor Authentication (MFA)

Today’s biggest risks don’t involve viruses on a local computer. It involves compromising the personal, private information found in online accounts. MFA/2FA (Two-Factor Authentication) adds an extra layer of security beyond passwords. Even if credentials are compromised, unauthorized access is blocked. Using MFA/2FA on any platform you use to conduct business is a solid recommendation.

Keys, Locks, and Drawers

Be mindful of a Clean Desk Policy, even at home. Keep confidential information secured in physical drawers, accessible only by keys. Bonus points for using fire-protected sleeves or cabinets. Take it seriously — control access to your workspace. Make it difficult for anyone to access a secured environment by locking doors. Maybe even consider an internal security system or camera system.

Practice Good Cyber Hygiene

Use good passwords on your laptops and computers used for your business, and share them with nobody, especially your kids. Teenagers are the worst: they’ll use your devices to access questionable content online, threatening your equipment. No touchie! Those rugrats should use their own devices to play around with and leave yours well-enough alone.

Cloud-Based Backups

Establish a backup routine for business-critical data. Cloud-based solutions can be lifesavers in the event of a ransomware attack. External drives aren’t a superior option because they’re local: they’d also be impacted by a virus, or, by a fire, or, by an earthquake. A good rule of thumb: a useful backup is separated from the host computer system by time and space. The further away your backups are (kept in a distant vault, if you imagine it that way), the better off you are.

Get Rid of Physical Mail

I’ve argued this one before. Go digital! If you can’t, ditch all forms of physical mail being delivered to your home and get a box somewhere.

Separate Your Data Processing Systems

Separating work data processing from personal data processing is essential for small business owners to maintain security and privacy. Using different accounts for work and personal tasks minimizes the risk of a cyberattack on one compromising the other. For instance, if a personal account is hacked, business data remains secure, and vice versa. This approach simplifies account management and audit trails, ensuring sensitive business information stays protected. Additionally, clear separation improves focus and reduces the chances of accidental errors, like sending confidential business emails from personal accounts. It's a simple yet powerful strategy to safeguard both professional and personal digital worlds.

Be Mindful of Others and How They See You — Don’t Make Yourself a Target

If someone can peer through your front door and see your office (and all of that yummy expensive equipment just sitting there), this is a risk. It’s a risk because someone scoping out your home for a potential burglary or break-in will target small businesses. This is also relevant to equipment with street-facing windows. People walking by can see you busily at work on oh-so delicious computers that' they’d love to steal to fund their drug habits. Be aware of what your small office looks like to others.

Remote work expands opportunities but also increases risk. By implementing these measures, you can secure your business while keeping your team productive and safe.

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How Edge Computing Can Give Small Businesses a Competitive Edge

In today’s fast-paced digital world, speed is everything—especially for small businesses. Edge computing puts data processing closer to where it’s needed, rather than relying on distant data centers. This approach ensures faster response times, better reliability, and improved customer experiences.

What is Edge Computing?

Unlike traditional cloud computing, which relies on centralized data centers, edge computing processes data closer to where it's created—like in a local device or on-site server. This reduces lag, boosts speed, and improves reliability, which is crucial for businesses that depend on real-time operations, like retail, manufacturing, or customer service. By minimizing dependence on constant internet connectivity, edge computing also strengthens data security and lowers bandwidth costs. For small businesses, it's an innovative way to optimize operations while staying agile and competitive in a fast-paced market.

Unlike cloud or subscription-based computing, edge computing requires more of an upfront capital investment because it involves acquiring and maintaining localized hardware, such as edge servers, gateways, or specialized devices, to process and store data on-site. Unlike relying solely on cloud services, these physical assets need to be purchased, installed, and managed, which can strain budgets for small businesses without clear strategic intent.

Imagine This

You’re the owner of a retail shop, and a customer taps their phone for a contactless payment. With edge computing, the processing happens locally or nearby, against a device in the store, making the transaction almost instant. No delays, no frustrated customers waiting for a laggy system to catch up. That device then transmits its cache of transactions later to a larger system elsewhere.

Benefits of Edge Computing

For small businesses, the benefits are clear. Edge computing minimizes latency, so your point-of-sale systems, inventory trackers, and even customer apps work seamlessly. It also adds a layer of resilience—if your internet connection goes down, local systems can keep critical operations running.

Edge computing is also great for customer experiences. Picture a restaurant using digital menus and ordering systems that respond immediately, or a local gym offering personalized fitness tips via a real-time app. Fast, reliable tech keeps customers happy and coming back for more.

Leveraging edge computing doesn’t have to be complicated. Many solutions, like edge-enabled routers or devices, integrate into existing setups. As a small business, adopting this technology gives you the speed and responsiveness to stay ahead of the competition. Ask me how!

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