Creating an IT budget has become increasingly important for businesses to maintain a modern and adaptable IT infrastructure. Technology needs to be up-to-date and resilient to overcome challenges and seize opportunities in the ever-evolving digital landscape. In this article, we share our top tips on how to create an IT budget, for managers and business owners who want the best possible value from their spending.
1. Look to the past to plan the future
If you want to create an IT budget, a good starting point is to review the budgets from previous years. This allows you to establish a baseline to work from, and understand how revenue and expenses fluctuate throughout different periods. Based on this information, you can then make adjustments according to anticipated changes and new priorities.
2. Establish your priorities
If you’re an IT manager, you’ll know first-handwhich parts of your IT strategy are working well, and what can be improved tostreamline processes. However,it’s always helpful to gathereveryone’s opinions, fromend usersto team leaders.
This is equally, if not more, important for business owners or those responsible for transformation – you canadjustyourstrategyaccording toend users’priorities and bugbears.After all,these are the people that will be benefitting fromthe budget items you are considering proposing, and their support will help you gain approvalfor your budget.
If you’re not sure where to start when it comes to reviewing your IT systems and processes, you maybenefit from aprofessional IT audit.
3. Align with company goals
IT is a mission-critical element in the everyday operations of pretty much all businesses. Your yearly IT budget is a great opportunitytoencouragedigital transformationin order togetaheadof the competition,whilstshowing keystakeholdersthat youhave the long-term success of the company front of mind.
One of the ways you cando thisis through advanced data analytics, also known asbusiness intelligence. By integrating all your business reporting together in one platform with the ability to cross-reference multiple data sources, business intelligence solutions such as Microsoft Power BI can free up time spent creating manual reports, giving you an accurate, live view of business performance. Not only canthis improve productivity,but itcanalso help you identify opportunities and areas of improvementwhich is beneficial for directors who want to meet goals and grow the business.
4. Identify ongoing expenses
One of the first things to consider when creating an IT budget isanyrecurring costs, such as:
- Staff (inhouse,outsourcedor both)
- Network infrastructureand security(datacentre,backups,firewalls, VPN,cyber security, supportand maintenance contracts)
- Replacing or upgrading hardware and software(PCs,laptops,servers)
- Subscriptions and cloudservices (productivitysoftwaree.g.Microsoft365,data storage,video conferencing)
- Line of business applications (CRM, ERP,finance,marketing and HR systems)
- Telecoms(voice, mobile, internet, data)
- Peripherals(printing spend,keyboards,mouse,headsets,cablesetc.)
5. Establish any projectexpenses
Do you have anybig projectscoming up such as a significant installation, an officemove or arecruitment drive? Is the company undergoing a period of digital transformation?
If so, you will need to think aboutanysetup costs,licences,training,additional hardware, increased need for IT support,and how much timeit will take up.
6. Keep security in mind
Some of the main causes of data breaches are:
- Criminal hacking–wherecybercriminals usestolencredentials,purchased on the dark webor guessed using a password-generating machine, toaccess an organisation’ssystem
- Human error – where employeesmake an innocent mistake such asaccidentallysendingsensitive information to the wrong person,orleaving it online without any passwordrestrictions
- Social engineering–where fraudsterspose as a colleague, supplier or director of the company andcontact their victimswith what looks like a legitimate request for money or financial details
With so many breaches causedbyemployees that are unaware ofcyber securitybest practices,yourITbudgetproposalmustaddresshow they are going to be protected from cybercrime. Otherwise, all thetime and money spenton your IT systemscould be rendered useless.
7. Don’t cut corners to cut costs
When it comes to IT budget planning, it can be tempting to reduce costs by delaying or cancelling things like training coursesthat seem like more of a ‘want’ than a ‘need’.
However, it’s not worth risking the problems this could cause you later down the road. As demonstrated above, skipping things likeuser awareness trainingmay seem like a quick fix but can ultimately cost your business more money in the end.
8. Use data to make decisions
When you present your IT budget proposal, you need tobe able to show your reasoning behind each decision and demonstrate the benefitsit will bring. Thisiswhydata comes in handywhen preparing an IT budget.
For example, you are keen to introduce a newhosted telephony systemthat will save money onbusiness communications.Youcangather data onthe effectiveness ofyour current systemand what itis costing you,as well asrequestingstatisticsfrom your supplierregardingthe benefits ofmoving to the new system–from reducedtravel expenses, toseamlessly integrating remote workers with the rest of the team.
9. Embrace emerging technologies
It is crucial for businesses to stay up-to-date with new and emerging technologies to maintain competitiveness and efficiency in today’s fast-paced digital environment. Allocating resources to incorporate these innovations into an IT budget can help organisations benefit from enhanced productivity, security, and competitiveness.
In 2023, AI’s rapid emergence is reshaping industries. To stay competitive and harness its potential, AI must be integrated into an IT budget. Harnessing AI-powered technologies, like Microsoft 365 Copilot, has the potential to streamline operations, cut costs, and open new revenue opportunities. Neglecting AI in an IT budget risks falling behind in a highly competitive market where AI-driven innovations are key to success.
Outsourcing IT services can help you manage yourbudget
Whether you require fully managed IT or some extra help at times of peak demand, Air IT can provide a solution that’s tailored specifically to you. Our fixed monthly fees include 24/7 proactive monitoring and maintenance of your network as well as remote and onsite IT support, so you can rest assured that there will be no unexpected costs.
Due to the fast-paced nature of the technology world, it’s always beneficial to have a second opinion before you start making major changes. With our IT Strategic Consultancy service, we’ll help you optimise and implement an effective and transformative IT strategy, aligning it with your overarching business objectives.
Take your business to the next level
We’ve created an IT budgeting spreadsheet template and outlined the solutions that your business should be considering in order to succeed through technology, to help take away the headache for IT leaders and financial teams.
If you’d like to find out more about our services, please don’t hesitate toget in touch.
