The IT Checklist for Businesses Scaling from 10 to 100 Employees

As businesses in Singapore and across the globe scale from 10 to 100 employees, their IT infrastructure needs to grow accordingly. A strong, scalable IT foundation ensures smooth operations, maintains productivity and protects against cyber threats. Small businesses often struggle knowing when to upgrade their technology and what systems are needed to support a growing workforce. This detailed IT checklist will guide your business through the steps for successful scaling, covering everything from hardware and software to cloud services and security measures.

1. Hardware Requirements: Scaling IT Infrastructure

A. Upgrade Workstations

As your team grows, so will your need for additional and more powerful workstations. Consider the following:

• Desktops and Laptops: Choose devices with a minimum of 16GB RAM, Intel Core i5 or i7 processors, and 256GB SSDs for better speed and efficiency.

• Monitors and Peripherals: Larger teams require ergonomic and productive setups with dual monitors, keyboards, and mice that promote efficiency.

B. Networking Equipment

Scaling businesses need robust networking solutions:

• Routers and Switches: Upgrade to enterprise-grade routers and managed switches that can handle higher bandwidths and ensure secure connections across multiple users.

• Wi-Fi Access Points: Ensure you have multiple access points to cover your office space and prevent slow connections. Opt for Wi-Fi 6 routers to future-proof your network.

C. Server and Storage Needs

While cloud solutions have gained popularity, having a local server may still be necessary for businesses managing large amounts of sensitive data.

• Network Attached Storage (NAS): This provides centralized storage and backup, ensuring secure and fast access to files. Products like Synology DiskStation are popular for SMEs.

• On-Premise Servers: Consider upgrading to a dedicated server if your business relies on heavy data processing.

2. Software Solutions: Core Business Tools

As your business scales, the software you use must adapt to handle more users and data efficiently.

A. Productivity Tools

• Microsoft 365 or Google Workspace: Both platforms offer a suite of productivity tools, such as cloud storage, email, and collaboration apps. Ensure licenses are scalable as your employee count increases.

• Project Management Software: Tools like Trello, Asana, or Monday.com will help manage projects efficiently as your team grows, promoting collaboration across departments.

B. Communication Tools

Effective internal communication becomes more critical as the number of employees grows:

• Slack or Microsoft Teams: For seamless instant messaging and collaboration. These tools also integrate with other applications like Google Drive or Microsoft OneDrive.

• Video Conferencing: Invest in platforms like Zoom or Google Meet for virtual meetings, especially as remote work increases.

C. Accounting and CRM Tools

Your financial and customer management systems need to scale with your business.

• Accounting Software: Tools like Xero or QuickBooks offer features for payroll, invoicing, and tax management, designed to grow with your business.

• Customer Relationship Management (CRM): Consider CRMs like HubSpot or Salesforce for managing customer relationships and tracking sales, marketing, and service activities.

3. Cloud Services: Scalability and Flexibility

Cloud-based solutions offer scalability and flexibility, ideal for growing businesses:

A. Cloud Storage

• Google Cloud or Amazon Web Services (AWS): These platforms allow businesses to easily scale their storage capacity based on demand. With pay-as-you-go models, you only pay for what you use, helping control costs as the business grows.

• Backup and Disaster Recovery: Cloud-based backup services such as Backblaze or Acronis can ensure your data is safely backed up and recoverable in case of an emergency.

B. Cloud-based Collaboration Tools

Tools like Slack, Microsoft Teams, and Trello can significantly enhance collaboration, allowing teams to work effectively from any location.

4. Security Measures: Protecting Your Growing Business

As your team expands, your business becomes a larger target for cyberattacks. Implementing advanced cybersecurity measures is critical.

A. Firewall and Endpoint Security

• Firewalls: Install hardware firewalls like Fortinet or Cisco Meraki to protect your network from external threats.

• Endpoint Security: Protect devices with solutions like Bitdefender, Norton 360, or CrowdStrike, which offer features such as antivirus, malware protection, and threat monitoring.

B. Data Encryption

Encrypt sensitive data both at rest and in transit using tools like VeraCrypt or BitLocker to ensure unauthorized users cannot access it.

C. VPN for Remote Workers

Implement a Virtual Private Network (VPN) like NordVPN Teams or Cisco AnyConnect to secure your remote employees' connections, especially if they work from public Wi-Fi networks.

D. Multi-Factor Authentication (MFA)

Ensure all employees use MFA for added security when accessing company systems. Solutions like Duo Security provide easy-to-use MFA tools that integrate with existing systems.

5. IT Support and Monitoring: Staying Ahead of Issues

As your business grows, it’s essential to have a dedicated IT support system in place to ensure minimal downtime and maximum efficiency.

A. Managed IT Services

Consider outsourcing your IT management to a Managed Service Provider (MSP) like Advance IT. MSPs offer 24/7 monitoring, helpdesk services, and proactive maintenance, ensuring your infrastructure is always running smoothly.

B. Network Monitoring

Use tools like Paessler PRTG or SolarWinds to monitor your network performance, identify bottlenecks, and ensure uptime as your business scales.

C. Employee IT Training

As your team grows, ensuring that employees are well-trained on cybersecurity best practices, including recognizing phishing attacks and managing secure passwords, is essential for maintaining data security.

6. Scalability Considerations: Preparing for Future Growth

Finally, always think ahead. Ensure your IT infrastructure is built for future growth beyond 50 employees:

A. Scalable Solutions

Use cloud-based tools and services that grow with your business, avoiding the need for expensive upgrades or migrations as you expand.

B. Scalability of Tools and Licenses

When choosing software, opt for tools that allow for easy addition of users, such as Microsoft 365, Google Workspace, and HubSpot.

Conclusion: Planning IT Infrastructure for Business Growth

Scaling from 10 to 100 employees is a significant milestone for any business. As your company grows, your IT infrastructure needs to evolve to handle the increased workload, security risks, and collaboration needs. By upgrading your hardware, adopting cloud-based tools, implementing advanced security measures, and securing managed IT services, your business will be better equipped to thrive during this period of growth.

Working with trusted partners like Advance IT can help ensure that your IT infrastructure remains scalable and secure, allowing you to focus on what matters most - growing your business.