Proactive Maintenance, Zero Downtime
What’s the first thing that comes to mind when you hear “IT maintenance?”
Error messages? Downtime? A whole lot of waiting around?
You’re not alone. For many business owners, maintenance can be a serious disruption, sometimes so much so that some may forego it altogether (Not a great idea). And while yes, maintenance can take time and effort, it doesn’t have to bring your day to a halt.
At least, not when you’re working with an MSP.
This blog is about one simple truth: maintenance doesn’t have to equal downtime. And by the end of this, you’ll see exactly why.
The Dangers of Reactive Maintenance
Downtime is a business killer. It stops work, causes frustration, and, worst of all, it costs a lot of money—we’re talking $9,000 per minute of downtime.
Yes, you need to fix things when they break, but if you’re only reacting after the damage is done, you’re already behind.
Every unexpected failure – whether a laptop dies mid-meeting or a software update locks your accountant out of work – costs time and money. And not every tech issue makes a big scene. Some creep in quietly: sluggish performance, weird glitches, intermittent disconnects. These “silent failures” often fly under the radar until they snowball into bigger problems.
And here’s where a lot of confusion comes in. Many business owners think this is just how it is.
Things break. Things get fixed. End of story.
Enter Proactive Maintenance
Prevention is the name of the game. Proactive maintenance helps you avoid “surprise” breakdowns. And more often than not? It’s cheaper in the long run. In fact, businesses that use proactive IT services save around 25% on IT costs annually.
It’s like getting the oil changed in your car. Skip it long enough and you’re not just paying for oil – you’re replacing the engine. The same logic applies to your tech: routine updates, system checks, and hardware monitoring can catch problems early, before they become major disruptions.
That’s not to say proactive maintenance is magic. It’ll still take the same amount of time to update software today as it would three weeks from now. But like that oil change, you’re only dealing with the update, not the fallout from skipping it.
But here’s the catch: proactive maintenance takes work. And for many SMBs, that’s work they don’t have the time or resources to manage.
Why You Need an MSP
Not throwing shade, but you’re probably not equipped to catch every maintenance warning sign before it turns into a problem. Maybe you stay on top of updates. Maybe you’ve even got a replacement cycle for aging hardware. That’s all great. But that’s far from everything.
This is where a managed service provider (MSP) comes in.
MSPs are built for proactive maintenance – it’s literally what they do. And here’s how they make your life a whole lot easier:
They Support You 24/7
What happens when you take highly experienced technicians and combine them with top-of-the-line monitoring tools?
You get an MSP that doesn’t take a day off.
A good MSP is always watching, always protecting, and always ready to spring into action. They know what computers you have, what’s on them, and when something starts to act up. Even better? They know how to stop things from acting up in the first place.
If a device shows signs of failure, performance drops, or suspicious activity, your MSP isn’t just aware – they’re probably already on it.
They Keep You Updated
You might be thinking: “Wait…don’t updates take time?”
And you’re absolutely right. MSPs are good, but they can’t magically make updates go faster. What they can do is make them less disruptive.
Need updates done after hours? Or before your team logs in at 6 a.m.? Your MSP has you covered. The update will still take the same amount of time, sure – but if it’s not wasting time, that’s time well spent.
And let’s not forget: there are a lot of updates out there. From Windows updates, third-party software patches, firmware, and security fixes, you’d need a whole system to just keep track of it all.
Good news: your MSP already has that system.
This means you don’t need to worry if something’s out of date. That’s their job – and they’re good at it.
They Keep Hackers Out
Hackers love small to medium-sized businesses – about 43% of all cyberattacks target SMBs. Why? Because SMBs most don’t have the security to stop hackers from stealing, breaking, or taking over everything they’ve built.
And guess what happens when a hacker breaks in during peak business hours? That’s right – downtime.
Unless, of course, you have an MSP.
Your MSP is like a secret weapon. They know how hackers operate and how they’re going to try to break in. That’s why a good MSP equips clients with cybersecurity software, 24/7 monitoring, and expert oversight.
And here’s where proactive maintenance comes in.
That software requires regular upkeep. From rotating out outdated defenses to updating firewalls and antivirus tools, cybersecurity isn’t something you can set and forget. Hackers are constantly evolving – your defenses need to evolve too.
A little maintenance now means a whole lot less downtime when cybercrime rears its ugly head.
They Keep You in Compliance
Regulatory compliance – a headache for SMBs, another day in the office for an MSP.
That’s not to say your MSP takes it lightly. A great MSP understands how important compliance is for your business – and how time-consuming a full audit can be if you’re not prepared.
That’s why they make it easy.
With powerful monitoring tools, clear documentation processes, and up-to-date knowledge of compliance procedures, staying audit-ready becomes second nature.
Creating Your Proactive Plan
Your MSP isn’t a one-size-fits-all. A good MSP is flexible, customizable, and ready to work with you to build a plan that fits your business.
Here are a few ways you can work with your MSP to make sure your systems stay up and your business keeps moving:
Plan Your Updates
We spoke about updates earlier, and here’s where the planning comes in.
Even automated updates can cause temporary slowdowns or require restarts. That’s why timing matters. Work with your MSP to create a schedule that fits your day.
Important: Major updates – like Windows feature updates or key software updates – should be tested first, as big changes can introduce big problems. Make sure your update schedule gives your MSP enough time to respond to any unforeseen issues. While many MSPs vet updates before they go live, planning is key.
Plan Your Backups
Backups are vital – they protect your data and provide redundancy. When 68% of people report losing data due to hardware issues or personal fault, you’d better hope you have a backup ready.
However, like updates, backups can slow your network down. That’s because making a copy of every important file takes a lot of resources. That’s why, just like with your software updates, you’ll want to plan your backups during off-hours to avoid unnecessary slowdowns.
Plan Your Training
Training is like maintenance for your brain and should be done regularly. However, traditional training can be time-consuming, with some courses requiring hours out of your employees’ day. The good news? The best MSPs have a solution: micro-training.
Schedule small, manageable sessions where employees can complete bite-sized cybersecurity training. Better yet, let them fill in the gaps of their day with these quick videos, allowing them to learn without interrupting their workflow.
Cybersecurity awareness is incredibly important – it can reduce security risks by up to 70% – but it doesn’t have to take all day.
Plan Your Upgrades
Hardware ages, and over time, things are bound to break for good. The key? Replacing your computers before that happens – something an MSP is great at helping with.
Work with your MSP to determine which computers are best for your company and develop a rolling upgrade plan. This plan should address the who, what, when, where, and why of your computer upgrades, so your systems stay current and reliable without impacting your day.
And if you’re curious about specifics, check out our full post on this exact topic.
Don’t Wait Until Things Break
Proactive maintenance will save you time, money, and headaches. Stop waiting for things to break and partner with an MSP today.
About The 20 MSP
As a leading provider of managed IT services, The 20 MSP serves thousands of businesses nationwide, including single and multi-location organizations, delivering white-glove service, secure and streamlined IT infrastructure, and 24/7/365 support. We believe in building lasting relationships with clients founded on trust, communication, and the delivery of high-value services for a fair and predictable price. Our client’s success is our success, and we are committed to helping each and every organization we serve leverage technology to secure a competitive advantage and achieve new growth.
