Introduction: Every company is connected to technology in one way or another. Thus, it automatically becomes a Technology company despite working is different sectors and fields. Information Technology encompasses every single aspect of a business: Innovating for new ideas, product designing, sales, communication, onboarding and training, budgeting, cost-and-risk evaluation, deciding the best data-management approaches, customer service and key decision-making processes. One cannot even imagine day-to-day operations without coming in contact with at least one of the many incredible IT solutions available to us today. Hence, it becomes a matter of utmost importance for companies and businesses to know their IT operations! While technology continues to evolve every passing moment, there are some good practices which can be adopted by entities to ensure they are taking all the right steps when it comes to IT solutions.
Some of the key practices can be stated as follows:
- Identify the needs and use of IT in your business: In today’s world, every business can benefit from Information Technology in some way or another. Integrating IT solutions in your operations has now become a necessity rather than a luxury. One must first identify the business’ goals and align them with the necessary IT solutions. One can start with an internal audit: Where are the inefficiencies? Are there things/processes that are consuming resources more than necessary? Identifying the key areas in a business will be crucial for determining the appropriate IT investments and strategies. For example: after an internal audit, a business comes to know that their manual efforts for storing and backing-up data is leading to data inconsistency, data corruption and data breaches. Hence, a cloud-based data storage system, which prioritizes routine checksums and data backups, would lead to enhanced data security, increase data compliance and reduce operational risk.
- Prepare and Review your IT budget: An IT budget is essentially a financial plan that outlines how an organization will allocate its funds for information technology-related expenses over a specific period, typically a fiscal year. It encompasses all costs associated with acquiring, maintaining, and managing an organization’s IT infrastructure, systems, and services which includes hardware, software, infrastructure, security and training. A good and regularly-reviewed IT budget ensures that the investments made are in line with the business’s goals. It allows us to identify the necessary areas for resource-allocation, thus helping us prevent overspending. For example: allocating enough funds for purchasing and maintaining hardware devices such as wireless mouse, keyboards and monitors.
- Know your IT tools: Mastering your IT tools maximizes efficiency. Get good knowledge of the tools you use in day-to-day activities, it can be the digital calendar like Google Calendar you use to organize your workday, the operating system of your computer like Windows/macOS or working-knowledge of office-software like Word and Excel. Understanding the intricacies of your IT tools empowers your team to troubleshoot effectively and optimize workflows. For example, consider an MSME using Zoho Books for their financial management. If the team understands how to properly configure automated invoice reminders, reconcile bank transactions, and generate detailed profit and loss reports, they can significantly reduce the time spent on manual accounting tasks and gain a clear, real-time picture of their financial health. The company can provide Zoho-related certification courses to team members to ensure optimal utilization of the software, standardized processes, and consistent accuracy in financial reporting.
- Establish Trust: Implementation of an Ethical Data Policy: An ethical data management policy builds confidence with customers and ensures responsible data handling. How is sensitive data collected, handled and discarded should be exhaustively defined in the concerned policies. One should establish clear ethical guidelines to safeguard sensitive information. Building an ethical data management policy isn’t just about avoiding legal pitfalls; it’s about fostering a culture of respect and integrity in how you handle information. For example: Consider a fintech startup which provides micro-lending and digital payment services. To build trust, they’ve implemented a robust ethical data policy that includes regional language support for clear communication, robust security measures to prevent fraud, and transparent credit assessment practices. They provide granular control over location data, comply with Indian financial regulations, and empower users with data portability options. Not only do they have to get registered with institutions like RBI and NPCI, they are mandated to comply with KYC/AML obligations under the Prevention of Money Laundering Act, 2002 along with Information Technology Act, 2000.
- Protect Your Data: Establish a Secure Backup Strategy: Data loss can cripple your business. Thus, a reliable backup system is your safety net, ensuring business continuity and peace of mind. Establish a routine of regular backups which are encrypted, accessible and not corrupted. More than just storing data, a good backup system allows for quick and efficient recovery, so you can get back to business as usual. For example: Consider a healthcare provider managing patient records electronically. A system failure or a cyberattack could lead to the loss of sensitive patient health information, which would not only violate regulations but also severely impact patient care. To prevent this, this healthcare provider performs hourly backups of their patient database to an on-site Network Attached Storage (NAS) device. Additionally, they regularly perform full system backups and store them on encrypted external drives kept in a fireproof safe. They also perform quarterly disaster recovery drills, simulating a complete system failure, to ensure their staff is trained and the recovery process is efficient. This layered approach ensures quick restoration of patient records, persistent regulatory compliance, and uninterrupted care to the patients.
- Extend Device Lifespan: Prioritize Regular Maintenance: Reliable technology is the backbone of modern business. Proactive maintenance extends the lifespan of your devices, saving you time and money. From laptops to servers, your hardware is essential. Physically keeping your devices clean (from dust and similar contaminants) as well as keeping your devices updated are paramount for good maintenance. A consistent maintenance routine helps prevent unexpected failures and keeps your business running smoothly.
- Invest in Licensed Software: Invest in legitimate software for reliable performance and best user-experience. It helps us to avoid the hidden costs and dangers of pirated alternatives. Licensed Software reduces the risks of malware and viruses, adding to their reliability. Also, one gets to enjoy full functionality of the software along with customer-support. Using licensed software demonstrates a commitment to professionalism and ethical business practices. For example: using legitimate copies of Windows 10/11 on the computers / devices helps ensure secure working environment. Similarly, using genuine versions of Microsoft Office Suite / Microsoft 365 helps prevent data piracy / corruption.
- Stay Up-to-date with latest protocols/standards: Many industries have specific regulations regarding data security and privacy. Staying up to date with protocols ensures compliance and avoids legal penalties. It helps us to remain compatible and operable. Adhering to industry standards enhances credibility and builds trust with partners and customers. An example of this would be a CA firm deciding to implement a new, secure client portal protocol based on the latest industry standards (e.g., using TLS 1.3 encryption, multi-factor authentication, and role-based access control). Also, these should be compliant with the Digital Personal Data Protection Act, 2023 regulations.
- Test your own IT services: Authenticity builds trust. Experience your product firsthand to identify areas for improvement and demonstrate genuine confidence. Have a website which you expect to gain traffic? Use it! Have a chatbot deployed for troubleshooting? Test it! If you don’t believe in your product, how can you expect your customers to? Using it daily will give you the best feedback. It will help you assess the performance of your services deployed and what improvements are to be made.
Conclusion: By adopting these IT best practices, you’ll enhance operations, security, and productivity. Though implementation requires effort, the benefits—efficiency and improved customer experience—are clear. Looking ahead, these practices will form a resilient foundation for your business to adapt and thrive in the face of rapid technological change. For example, a robust backup strategy will protect you against unforeseen data loss, while a well-defined ethical data policy will build trust with customers in an increasingly data-driven world. Embracing these principles ensures not just continuous growth, but sustainable innovation in the evolving tech landscape, enabling you to capitalize on emerging opportunities and navigate future challenges with confidence.
At Pavan Goyal and Associates, we recognize the importance of the aforementioned needs and are committed to implementing and maintaining effective practices to address them.
Author
Mr. Ayush Agarwal
Tech Leader
Pavan Goyal and Associates (Chartered Accountants)
Office No. B212, GO Square, Mankar Chowk, Wakad, Pune 411057
Email: office@goyalca.com
Contact: 9762763351