Starting a new venture is exciting, but one critical aspect demands careful consideration: the setup of your IT infrastructure.
An IT guide for startups
A quick walkthrough of the essentials for setting up your startup’s IT, then follow the full guide below.
In this comprehensive guide we’ll walk you through the essential considerations for choosing and setting up your business IT environment, from selecting the right domain name to productivity suites, internal collaboration tools, cyber security measures and beyond.
Domain name
You’ve finalised your business name, but before branding discussions, check domain availability. You wouldn’t want to commit to a name only to find the domain is taken. Use tools like ionos.co.uk to find available domains; popular choices are .com or .co.uk. They might cost a bit more, but they’re the most recognisable and trustworthy.
Uniqueness matters: a domain too similar to a competitor in your industry causes web-traffic and search-ranking issues. Consider user-friendliness too, people type these in emails and see them in adverts, so opt for simplicity and brevity. If your name is long, use initials (“Money Making Experts Partners” → “MMEP”).
Buying a domain is straightforward and worth doing early to secure it and build your online presence. Consider an SSL certificate too, it secures your website and can positively impact your Google ranking. Once acquired, host your domain (you can use the same provider if setting up independently) and keep all login details safe. Resist being upsold productivity suites or email services at this stage, more on those shortly.
Productivity suite, email, file sharing, document editing
A productivity suite is the backbone of your operations: email, file sharing, document editing. The two prominent options are Microsoft 365 and Google Workspace, and the right choice can come down to research, prior experience and preference. Consolidate as much as possible within one suite, it simplifies management, aids scalability and onboarding, and enforces security consistently; multiple licences or systems get expensive.
When deciding between Microsoft 365 and Google Workspace, consider the features. Microsoft 365 includes familiar apps like Word, Excel and Outlook (an advantage if your team already uses them); Google Workspace runs entirely in the browser with Sheets and Docs. Licence costs for comparable suites are very similar. For security, Microsoft 365 is often preferred for advanced features like mobile device management. For standard employees, choose Microsoft Business Standard/Premium or Google Business Standard/Plus; email-only users can get cheaper licences. These usually come with annual commitments, but you can upgrade mid-term, so start lower and work up.
You can mix the two suites, but it complicates things, especially security. Used correctly within a single system, these platforms are one-stop shops for security controls around data, devices and employees, so try not to use both.
When setting up, pay attention to folder structure and permissions. Adopt role-based access so people only see folders relevant to their role; avoid dumping everything into a few top-level folders. Limit administrative privileges to select managers, and implement an approval/request process for accessing new files, folders and settings. Finally, resist buying Microsoft offerings through intermediaries like GoDaddy, setting up and paying directly gives more control (unless going through a reseller or IT support provider for better pricing and support).
Internal chat and collaboration
Email and file sharing are just the beginning of collaboration. Many companies turn to Slack for internal chat, discussions, task lists and project management, but our recommendation is to leverage the communication tools built into your chosen suite. Microsoft offers Teams; Google offers Chat/Meet, and using them gives you the benefit of other integrated apps (e.g. Tasks within Teams, seamless file access without switching systems, security controls maintained).
You can collaborate on documents in real time with internal and external staff in both suites, but be careful with external sharing permissions (you wouldn’t want to share your whole business library!). The key is simplicity: keeping all data and communication in one system enhances management and security. Avoid spreading tools and logins, which adds complexity and security vulnerabilities.
Cyber security
Cyber security is crucial and cannot be overlooked. Establish basic measures from the start to safeguard your business from potential threats, a breach can mean lost clients and IP, plus financial setbacks that threaten the business’s existence.
Start with the cyber security in your chosen suite. Basic data security is included in business packages, but it’s worth exploring more comprehensive packages for an advanced approach, an upgraded licence is a minor cost compared with the fallout of an incident. Both Google and Microsoft offer antivirus, email security and spam filters, MFA, encrypted emails, permission controls, admin access restrictions, password policies, screen-lockout policies, data/email archiving, and conditional access. Later you can explore device management, controlling which devices access your data and ensuring encryption, updates and approved antivirus.
Enforce multi-factor authentication (MFA), password policies, device encryption, email security and spam filters, antivirus, a DNS filter on devices, and ensure all devices are on a domain. Domain-joining machines lets you enforce top-level security controls easily, though many IT providers can also enforce these with their management tools.
Setting these up properly is as crucial as having them: improperly configured or unenforced security can be as detrimental as none at all. It’s highly recommended to seek professional assistance or, preferably, engage an IT support provider to support your setup and manage all aspects of cyber security.
Other applications, accounting, HR, project management, etc.
Your productivity suite is the backbone, but explore additional applications too. Before venturing into third-party tools, investigate what your suite already offers, you may be surprised by integrated solutions for accounting, HR, project management and more.
Not all ‘clouds’ are the same: we recommend Software as a Service (SaaS) over privately hosted environments. SaaS typically comes with monthly subscriptions, more integrations, regular updates and no infrastructure management. Private cloud or hosted instances may still rely on server infrastructure that becomes outdated and needs costly upgrades or migration. Stay away from on-site servers unless your business genuinely requires a specific system only available that way, and even then, options are increasingly limited.
IT support providers
Engaging an IT support company might seem an obvious recommendation, but businesses that invest in scalable IT systems tend to grow faster and hit fewer issues. Partnering with an IT support company early has many advantages: they ensure your system is set up correctly for reliability, productivity and security. Most IT services run on a monthly cost-per-device or per-employee basis, keeping initial costs manageable and scaling as you grow.
Beyond setup, an IT partner means you can step away from day-to-day IT management, setting up email accounts, granting folder access, configuring systems, procuring laptops, freeing your time for your core business. As you expand, you’ll choose between an in-house IT team (expensive, with knowledge-silo risk) or outsourcing; professional support from the start can save money long-term, as many businesses learn the hard way when bringing in a provider later to fix setup issues. A good IT company also provides best-practice insights on cyber security and cost-effective systems, preventing costly mistakes.
Other considerations
Purchasing devices
When buying devices for your startup, several considerations significantly impact operations:
- Windows Professional: choose Windows Professional, not Home, for the security controls and applications vital to business use.
- Processor and RAM: aim for at least an i5 and 8GB RAM; for heavy multitasking, upgrade to 16GB and an i7 (or similar).
- Storage: if you store little locally you can save with a smaller drive, but always choose a Solid-State Drive (SSD) for faster performance.
- Ports: consider available ports for multiple screens, docking stations and other connectivity.
- Mobility: for a mobile workforce, balance performance against weight and portability.
- Warranty: always opt for a three-year hardware warranty to mitigate issues and ensure reliability.
Websites
When establishing an online presence:
- WordPress: widely supported by developers, easy to find help for, with a range of editable templates.
- Web development: most IT providers don’t specialise in websites but often have preferred providers, consider aligning your site with their recommendations.
- Hosting: your web developer may offer website hosting (different from domain hosting); hosting through them streamlines support.
- Security: ensure an SSL certificate, and implement a robust backup system to safeguard against data loss.
Common mistakes to avoid
- GoDaddy Microsoft 365 account: avoid GoDaddy or Ionos Microsoft 365 packages, limited functionality (especially security), often more expensive, and they force a later migration to a proper Microsoft 365 account with added cost and disruption.
- Domain linking: link your domain to your chosen suite from the start. Beginning with personal or different email/calendar solutions and transitioning later is costly and disruptive.
- Correct licences: pay for the correct licences. Using home/family accounts or sharing licence accounts for business leads to issues and compromises security.
- Folder structure and permissions: establish the right structure and permissions from the outset. Avoid creating numerous groups, forwarding accounts or Teams without understanding the differences and requirements.
- New folder creation: restrict who can create new folders. Uncontrolled creation causes chaos, duplication and lost files, implement a structured approval process.
- Top-level folder dumping: avoid dumping all files into a few top-level folders, it causes file-amount and character-length issues and hinders effective role-based access control as you grow.
- Buying Windows Home devices: Windows Home seems cost-effective but limits essential security controls, services and applications; upgrading to Professional is expensive, so choose the right OS from the start.
How Sereno can help
Laying the foundation for your startup’s IT is pivotal to smooth operations, scalability and robust security. By carefully navigating each stage, from selecting the right domain to implementing cyber security and engaging professional IT support, you set your business up for sustained success in an ever-evolving digital landscape.
Reach out to Sereno today to speak with one of our advisors and see how we can help support your business’s growth.
From Sereno IT
The Sereno IT team
Sereno IT is a London-based managed IT support provider helping businesses across the UK stay secure and productive. Read more in the IT Strategy section.
