Top 5 IT Mistakes Small Businesses Make
Running a small business in Seattle? These common IT mistakes could be costing you time, money, and productivity. Here's how to avoid them.
After years of working with small businesses in the Seattle area, I've seen the same IT mistakes repeated again and again. The good news? They're all preventable. Let's dive into the top 5 IT mistakes that could be holding your business back—and more importantly, how to fix them.
1. No Backup Strategy (or Untested Backups)
"We have backups!" they said. Until they needed to restore and discovered the backups hadn't been running for 6 months.
The Problem: Many Seattle businesses set up backups once and never test them. Others have no backup strategy at all, assuming cloud services like Google Workspace or Office 365 are "backup enough." Spoiler: they're not.
The Fix:
- •Follow the 3-2-1 rule: 3 copies of data, on 2 different media, with 1 offsite
- •Test restores quarterly—actually restore a file or folder
- •Automate backup monitoring and get alerts when backups fail
- •Document your backup process so anyone can restore if needed
2. Weak Password Policies
The Problem: "Password123" is still more common than you'd think. Shared passwords, passwords written on sticky notes, or the same password used everywhere—these are gold mines for hackers.
The Fix:
- •Implement a password manager (1Password, LastPass, Bitwarden)
- •Require multi-factor authentication (MFA) on all business accounts
- •Use unique passwords for every service—let the password manager remember them
- •Train employees on password security basics
Seattle Pro Tip: Many local businesses qualify for cybersecurity grants or training programs. Check with the Seattle Office of Economic Development.
3. No IT Documentation
The Problem: The network password is in your IT person's head. The WiFi password is... somewhere? When that person leaves or is unavailable, your business grinds to a halt.
The Fix: Create and maintain basic IT documentation:
- •Network diagram and configuration details
- •List of all software licenses and renewal dates
- •Passwords and credentials (in a password manager)
- •Vendor contacts and support information
- •Common troubleshooting procedures
Need help with technical documentation? We offer bilingual technical writing services for businesses that need clear, professional IT documentation.
4. Reactive Instead of Proactive IT
The Problem: Only calling IT support when something breaks is like only going to the doctor when you're sick. It's more expensive, more stressful, and leads to preventable problems.
The Fix:
- •Schedule regular system maintenance and updates
- •Set up monitoring for critical systems
- •Plan for technology refresh cycles (don't wait for hardware to die)
- •Consider managed IT services for ongoing support
5. Ignoring Employee IT Training
The Problem: Your employees are your first line of defense against security threats, but also your biggest vulnerability. Without proper training, they'll click phishing links, use weak passwords, and bypass security measures "to get work done faster."
The Fix:
- •Quarterly security awareness training
- •Phishing simulation tests
- •Clear, simple IT policies everyone can understand
- •Make it easy to report suspicious emails or security concerns
The Bottom Line
These IT mistakes are common, but they don't have to happen to your business. With a little planning and the right support, you can build a solid IT foundation that grows with your company.
Need help getting your IT house in order? We work with small businesses across Seattle, Bellevue, Issaquah, and the greater King County area to build reliable, secure IT infrastructure.
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