We know that even the most organised small business owner knows the frustration of technology going wrong. One minute everything’s running smoothly, the next, a crashed system or security scare brings work to a halt.
Sole traders to growing SMEs, IT systems now drive almost every part of daily business life. Yet across Gloucestershire and Wiltshire, many small businesses face recurring IT problems that waste time, money, and energy.
Here are the five most common IT challenges, and how you can fix them.
1. Cybersecurity - Small businesses are big targets
Cybersecurity can feel overwhelming, especially when you’re trying to run a business at the same time. The good news is that you don’t need an in-house IT department or enterprise-grade systems to stay protected. With the right foundations in place, you can prevent most threats before they ever reach your network.
Here’s how to strengthen your defences:
• Invest in professional firewalls and antivirus protection
Free antivirus tools can only take you so far, a business-grade firewall creates a secure perimeter around your network, blocking malicious traffic before it gets in. Combined with managed antivirus protection, you’ll detect and isolate threats quickly, often before users even notice.
• Keep all devices updated and patched
Out-of-date software is one of the biggest entry points for hackers. Regular updates might feel like a hassle, but every patch closes potential security holes that cybercriminals actively look for. Enable automatic updates wherever possible and make system maintenance part of your weekly routine.
• Train your team to spot phishing attempts
Your employees are your first line of defence. Schedule short, regular sessions to teach staff how to recognise suspicious emails, attachments, and links. Awareness training is one of the most effective and affordable defences any business can invest in.
• Back up data regularly, including off-site storage
Having secure, automated backups means you’ll never lose critical files or customer data. Store backups in a separate, off-site location or use a cloud-based solution to ensure recovery if hardware fails or ransomware strikes.
SupportWise Tip: Think of cybersecurity as layers, not a single product. Firewalls, antivirus tools, updates, and training all work together to form a solid shield around your business.
2. Data Management - Protecting what matters most
Data management isn’t just about filing things neatly, it’s about protecting the information that keeps your business running. Customer contact details to invoices, contracts, and payroll data, everything you store has value. Managing it properly means you can find what you need, stay compliant, and recover quickly if something goes wrong.
Here’s how to tighten up your data management practices:
• Create a clear data management strategy
Start by mapping out what data you collect, where it’s stored, who has access, and how long it should be kept. A written data management policy keeps your team aligned and ensures nothing slips through the cracks. Include details for both digital and paper records if you still use them.
• Automate backups and use encrypted storage
Schedule daily or weekly backups depending on your data volume, and use encryption to keep that data secure while it’s stored or transferred. Cloud storage with end-to-end encryption offers a simple, affordable solution for most SMBs.
• Limit access to authorised users only
Not everyone in your team needs access to everything. Apply the principle of least privilege, staff should only access the data they genuinely need. Role-based permissions protect sensitive information and reduce the risk of accidental deletions or leaks.
• Review retention and deletion policies regularly
Set clear timelines for how long you keep different types of data, for example, financial records for seven years, client files for five, and delete them securely once no longer needed. Regular reviews help you stay compliant with GDPR and reduce storage costs.
Data management means taking full control of your information’s lifecycle, from how it’s collected and stored to how it’s protected, accessed, and eventually deleted safely.
3. Software Compatibility - When your systems stop talking
When your business starts to grow, your software often grows with it. CRMs to manage customers, booking systems to handle demand, accounts packages to stay organised, and cloud tools to keep everything connected.
You might notice the symptoms, spreadsheets appearing everywhere, data being entered twice, or reports that never quite add up.
Here’s how to keep your tech stack connected and efficient:
• Audit your current software regularly
List every tool you use across the business, from accounting and sales to HR and project management. Identify overlaps, outdated apps, or tools no one’s using anymore. A simple quarterly review keeps your systems lean and focused on what actually drives productivity.
• Check compatibility before adopting new platforms
Before signing up for the next “must-have” software, check how it integrates with what you already use. Look for tools that share data seamlessly via APIs or built-in connectors. It’s easier to plan integration now than to fix conflicts later.
• Choose cloud-based systems that integrate easily
Cloud platforms are built for connection. They allow automatic syncing between departments, so sales data updates your accounts, and inventory updates your CRM, all in real time. Cloud software also scales effortlessly as your business grows, with fewer local install headaches.
• Plan IT changes as part of your growth strategy
Every time you plan to expand, add staff, new services, or new locations, think about how your systems will support that growth. A little foresight saves a lot of frustration later.
SupportWise Insight - Integration planning today prevents downtime tomorrow. Our team helps small businesses connect their tools seamlessly, so your software works with you, not against you.
4. Hardware Failure - When the tools let you down
Few things bring a business to a standstill faster than a computer that refuses to start, a printer that jams mid-order, or a server that suddenly goes offline.
Hardware problems often creep up quietly, a slowing system here, a warning light there, until suddenly it’s too late. The good news is that most breakdowns can be prevented with a little forward planning.
Here’s how to stay one step ahead:
• Invest in the best-quality hardware your budget allows
Think of your hardware as the foundation of your business. Cheap devices might save money upfront, but they rarely stand the test of time. Choose reliable, business-grade laptops, servers, and networking equipment designed for heavy daily use.
• Schedule regular maintenance and security checks
Like a car, your IT equipment needs servicing. Build maintenance into your calendar, clearing old files, checking for firmware updates, and cleaning physical components. Regular health checks help catch small issues before they turn into major failures.
• Replace devices before they reach end-of-life
Most computers and servers have a realistic lifespan of three to five years. Once support ends, software updates stop too, creating both performance and security risks. Replace aging devices before they fail, not after, it’s far less disruptive and lets you plan costs more predictably.
• Keep redundant backups stored separately and securely
Even the best hardware can fail unexpectedly. Having redundant backups, copies of your data stored on external drives or in the cloud, means you can recover quickly, even if a key device crashes. Keep at least one backup off-site to protect against theft or damage.
Pro Tip - No hardware lasts forever, but proactive replacement and regular maintenance dramatically reduce disruption.
5. Lack of IT Expertise - The hidden cost of DIY
When something breaks, who do you turn to, and how quickly can they help? Many small businesses rely on an ad-hoc IT setup: calling a freelance engineer or friend when something goes wrong, or Googling fixes between client calls. It’s a short-term solution that quickly turns into long-term frustration.
The smarter approach is to shift from reactive to proactive IT management. Here’s how:
• Partner with a Managed IT Support provider
A local Managed IT Support team (like us) acts as your external IT department, without the salary overheads. They take care of your entire infrastructure, from day-to-day troubleshooting to long-term planning, giving you peace of mind that your systems are in safe hands.
• Gain access to expert engineers and 24/7 monitoring
Instead of waiting for something to go wrong, Managed IT Support keeps watch around the clock. Automated monitoring tools flag potential issues early, and expert engineers step in before downtime occurs. You can look at it as continuous protection that never sleeps.
• Fix problems before they happen
Preventative maintenance is always cheaper than emergency repairs. Managed IT Support ensures your software stays updated, security patches are applied on time, and performance issues are addressed before they cause disruption.
• Keep technology aligned with your growth plans
Your IT should grow with your business. A good Managed IT provider doesn’t just keep systems running, they help you plan for the future, recommending upgrades and tools that make scaling easier and more efficient.
SupportWise Insight - We help local businesses move from reactive to proactive IT, saving time, money, and a lot of stress. With us on your side, you can focus on running your business while we keep everything running behind the scenes.
What’s next?
Most IT problems aren’t random, they’re predictable and preventable with the right planning and support.
We help businesses across Swindon, Cirencester, Chippenham, and Wootton Bassett stay ahead of issues with proactive monitoring, expert advice, and affordable Managed IT Support.
Book a free consultation or call 0330 113 7749 to find out how we can make your IT systems more secure, stable, and scalable.