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Six Strategies To Improve How You Build Out Your Managed IT Services Budget for 2024

In this era of digital transformation and technology modernization, financial planning for IT should be a strategic priority for every organization. Your IT budget impacts more than just the tools and technologies you invest in; it shapes every aspect of your business, from employee communication and customer satisfaction to data protection and operational efficiency.

It’s December, a time for hot chocolate, snow, and quality moments with family and friends. But it’s also when businesses focus on reevaluating their practices for the year ahead. Why not use this time to rethink your approach to IT budgeting, aligning it with your short-term and long-term operational demands?

Below are six best practices to implement in your budgeting strategy, helping you make informed decisions across procurement, cybersecurity, large-scale IT projects, and other priorities.


What is IT budgeting?

Your organization’s IT budget is your financial blueprint, outlining how you will allocate resources toward your technology based on your objectives and anticipated expenditures. Typically, businesses develop annual budgets based on the fiscal year, sometimes creating initiative-specific budgets for complex projects.

Your budget will likely include long-term assets like hardware and software, as well as costs associated with maintaining IT systems and services: personnel, training, utilities, subscriptions, etc. These expenses may be recurring or one-time costs.


Why is IT budgeting important?

Organizations often face challenges in managing tech expenses, such as investing in ineffective technology or inaccurately predicting costs, leading to budget and timeline overruns. Sometimes, there’s a gap in understanding the appropriate IT resources needed, or a lack of financial preparedness for unexpected disruptions.

Effective IT budget management is critical for a business to align its technology investments with its long-term goals. With enough foresight and planning, you can control costs and have enough funding to support the projects that matter. Your employees will retain access to the necessary tools to complete their work. Every stakeholder within your organization will be on the same page about what resources they can access throughout the year and how to use them optimally and efficiently. 


Best Practices To Follow When Building Your IT Budgeting Strategy

Thoughtfully allocating your spending on technology is critical for long-term business success. Follow these best practices to maximize the value of your investments:

1. Perform an IT audit

Before planning for next year, assess your current IT infrastructure and budget. Does your spending reflect your current needs or evolving threats and workplace trends? Can you free up resources for more critical IT infrastructure?

You should evaluate your IT processes and whether your systems are efficient and secure. Check if your organization relies on outdated or underutilized technologies or if tools need upgrades or replacements. Your IT audit should also assess vulnerabilities in your infrastructure and potential gaps in cybersecurity measures.

2. Run a cost/benefit analysis

Next, quantify your potential expenditures with a cost-benefit analysis. This data will help you justify your budget decisions, allocate resources effectively, and prioritize investments based on feasibility and their impact on your objectives.

You must systematically evaluate the anticipated costs of implementing and maintaining your IT solutions, such as:

  • the direct expenses from purchasing specific tools
  •  indirect costs like maintenance, training, and possible downtime during a transition. 

Then, compare that to an expenditure’s potential benefits, like increased revenue and sales, employee morale, and customer satisfaction.

Remember, you must balance cost-effectiveness and quality to make strategic IT investments that benefit your long-term productivity and security. An experienced procurement expert can help run a robust cost-benefit analysis that takes into account best practices around selecting vendors, negotiating contracts, and finding the hardware and software solutions that are the best fit for your organization.

3. Decide what not to spend money on

Mindfully deciding what expenses to exclude from your budget is as crucial as determining where to invest. 

We live in a time with a seemingly endless parade of groundbreaking new technologies. Your business may want to jump on the bandwagon to stay ahead of your competition, but realistically, only some emerging technologies may align with your organization’s needs and goals. Haphazardly adopting a trend will lead to unnecessary expenses, diverting resources from critical IT priorities. 

Your organization should always keep tabs on the up-and-coming trends, even if you might wait to invest in them. You will stay agile, ready to seize an opportunity when it’s more suitable for your strategic objectives.

4. Center your strategy on IT security

In the first nine months of 2023, the number of ransomware attacks surpassed the total for 2022 – an apparent sign cyberattacks are rising in scale and sophistication. If it doesn’t already, your organization’s budget should prioritize data protection, and invest in:

  • Preventative cybersecurity tools such as anti-virus software, advanced threat detection software, and reliable backup solutions. 
  • Robust hardware for daily tasks that enables stable operations, with built-in security functions to fortify your defenses.
  • Regular updates and security patches so hackers can’t exploit any system weaknesses.

Most importantly, since in a recent survey, 75% of small and medium-sized business employees reported taking at least one workplace action that could threaten organizational security — putting money towards employee security training should be a top priority.

5. Look to the future

Your budget should focus beyond your immediate needs, anticipating how technological advancements and industry trends will impact your business processes down the line. 

For example, in a workforce shifting towards hybrid or remote operations, your business could consider how investing in cloud technology can help improve future productivity.

A forward-thinking budget should also reflect the inevitable unexpected issues that may impact your stability. Every organization needs a financial cushion to deal with the fallout from cybersecurity incidents, compliance violations, data breaches, hardware failures, software glitches, or other infrastructure problems. Otherwise, they may deal with more significant expenses down the line if an issue impacts their productivity and customer relationships. 

6. Measure the results

Regularly evaluating your IT budget’s impact is critical to give you insights into what’s working and what your organization should change. By identifying areas of weakness or assessing shifting business needs, you can tweak your budget allocation to help improve performance. 

To determine how valuable your technology spending was in the past year, you can use three simple metrics:

  • The cost of IT per employee
  • Revenue per employee
  • Cost of IT as a percentage of revenue


Managed IT Services as a Cost-Effective Solution

Many organizations, particularly small and medium businesses, will hire an external provider to offload the work of overseeing their IT infrastructure. When determining your IT budget, consider how managed IT services can provide a proactive and cost-effective solution for improving business resilience and outcomes. Most MSPs will operate on a fixed-price, subscription basis with guaranteed service level agreements, allowing you to predict consistent IT costs, avoid unexpected expenses, and expect a more stable environment.

The provider will proactively maintain your IT systems and support the implementation of complex IT projects, like a server refresh or network improvement. Their experience will make it easier to avoid any issues that could lead to expensive fixes or downtime.

Your organization can also benefit from an MSP’s specialized expertise, which strategically guides your long-term technology plans to align with your business goals. With this support, your employees can redirect their attention from IT planning to their mission-critical tasks, enhancing productivity and optimizing the use of your resources.


Partner with PC Corp For IT Budgeting Support in Calgary and Edmonton

Successful IT budgeting requires taking stock of your current IT needs, assessing your priorities, and then taking thoughtful action to align your technology investments with your long-term business goals. Your decisions should be evidence-based, focusing on your immediate reality, as well as potential opportunities and threats you might encounter in the future.

When you partner with PC Corp for our managed IT services, our experts will help guide you through the entire IT budgeting process. Our procurement specialists can advise on the most cost-effective and rewarding solutions, while our managed services team will work hard to give you a strong IT infrastructure that optimizes your precious resources. With offices based in Calgary and Edmonton, we’re also well-positioned to provide in-person local support to businesses who need it.

Connect with us to discuss how we can develop a long-term IT roadmap that can support you with IT budgeting, aligns with your business vision, and helps you maximize your return on investment.

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