June 09, 2025
If your only interaction with your IT provider happens during contract renewals, you're missing out on crucial support.
Technology is never "set it and forget it." It continuously evolves, along with the cyber threats targeting your business. That's why scheduling quarterly IT reviews is essential to keep your operations secure, efficient, and ahead of the competition.
But here's the challenge: most business owners aren't sure what questions to ask.
To help, we've compiled a straightforward checklist. These are the key questions your IT provider should answer every quarter—no jargon, no vague promises, just clear insights that protect and optimize your business.
1. Are There Any Immediate Security Vulnerabilities?
This goes beyond routine checks. You need to understand:
- Is our antivirus software fully updated?
- Are there any unpatched systems or software?
- Have we experienced any recent security warnings or near breaches?
Being cautious means being prepared.
2. What Is the Current Status of Our Backups? Have They Been Tested Recently?
Think of backups like seat belts—you don't notice them until you need them. Ask your provider:
- When was the last full backup restore test performed?
- Are we using the most effective backup strategy—off-site, cloud, or hybrid?
- Are all critical files and systems included in the backup?
- Is our backup data stored securely and compliant with best practices?
Many businesses mistakenly believe they're fully backed up—until disaster strikes.
3. Are Employees Adhering to Security Best Practices?
Just one wrong click by an employee can compromise your entire network. Important questions include:
- Have there been any unusual login attempts or suspicious activities?
- Is it time for another round of phishing awareness training?
- Are all employees using multifactor authentication to secure access?
Bonus: If your IT provider proactively discusses these issues, it shows they're truly vigilant.
4. How Is Our Network Performance? Are There Any Bottlenecks?
Slow systems translate to lost productivity and revenue. Check:
- Are recurring performance problems affecting our workflow?
- Is our current hardware or software keeping up with business growth?
- What optimizations can boost speed and efficiency?
Sometimes, small adjustments can lead to significant improvements.
5. Are We Compliant with Relevant Regulations Like HIPAA, PCI-DSS, or GDPR?
Compliance standards evolve constantly. It's vital to confirm:
- Are we fully meeting industry-specific regulatory requirements?
- Have there been recent changes in compliance rules?
- Do our policies, software, or employee training need updates?
Noncompliance fines can be costly—stay proactive to avoid penalties.
6. What Should We Budget for the Next Quarter?
Effective IT management is proactive budgeting. Ask:
- Are any software licenses due to expire soon?
- Is any hardware approaching end-of-life and in need of replacement?
- Are there upcoming IT projects or upgrades we should plan for?
This foresight helps you avoid unexpected costs and plan efficiently.
7. Are We Falling Behind on IT or Cybersecurity Trends That Affect Us?
Technology and cyber threats evolve rapidly. Ask your IT partner:
- Are there new tools or best practices we haven't implemented yet?
- Are we lagging in security protocols or system performance benchmarks?
- What are comparable businesses adopting that we should consider?
- Are there emerging threats we need to be especially cautious about?
Falling behind doesn't just slow your business—it exposes you to risk. A top-tier IT provider keeps you ahead, not scrambling to catch up.
If You Aren't Having These Discussions, Consider It a Red Flag.
If your IT provider can't confidently answer these questions—or doesn't initiate quarterly meetings—you may not be receiving the support your business deserves.
Technology advances quickly; cyber threats evolve even faster.
You need an IT partner who doesn't just fix problems but actively prevents them.
We offer a FREE 15-Minute Discovery Call designed to give business owners a crystal-clear view of their technology landscape—highlighting what's working, what's not, and how to address issues before they escalate.
Click here or give us a call at (925) 766-4005 to book your 15-Minute Discovery Call today!
