IT Standardization: How to Fix Inconsistent IT
IT standardization replaces inconsistent processes with efficient, reliable workflows and guidelines. Without it, you end up with hardware mismatches, redundant software, security gaps, and wasted resources.
To be blunt, you get a mess.
In this post, we’ll break down what IT standardization is, why you need it, and how you can reach it.
Let’s get organized.
Key takeaways: IT Standardization
IT standardization is the process of creating unified guidelines for hardware, software, and operations across your business.
It helps:
- Improve IT maintenance
- Lower IT costs
- Lessen SaaS sprawl
- Streamline and improve cybersecurity & compliance
- Improve your ability to scale
- Prepare for AI implementation
Reaching IT standardization is a complex process that requires careful planning and consideration. That’s why many businesses turn to managed service providers, like The 20 MSP, for assistance.
An Unorganized Mess
Without a system, you get chaos.
Need a computer? Buy whatever’s available. How about a Microsoft 365 license? Add one without checking what’s available. Got an issue? Fix it without proper documentation. You update some computers and forget about others.
Before you know it, compatibility issues snag productivity, security gaps widen, and resources are wasted on time-consuming fixes and redundant software.
It’s expensive, frustrating, and dangerous.
IT Standardization Creates Consistency
Imagine you were building a house. You’d probably follow established standards. Lumber should meet specific requirements, the electrical work would follow code, and the plumbing would use approved materials and fittings. You wouldn’t just wing it.
That way, when something breaks, you’ll know how it was built, where to find the problem, and what replacement parts you need.
IT standardization is kind of like that; it makes your tech environment uniform and much easier to manage.
Easier and Cheaper Maintenance
If you have two different computer types, the same issue might require two fixes. A Mac, for instance, won’t run the same software or always use the same hardware as a PC, meaning each problem has to be handled differently.
But if your systems are standardized, issues are more predictable, and once a fix is found, it can be documented for future use. In fact, CIO Magazine reported that organizations with standardized devices experienced 24% lower support costs than those without standards in place.
IT standardization means IT spends less time troubleshooting and more time fixing problems.
Lower SaaS Sprawl
When businesses purchase licenses without an outlined procurement process, redundancies stack up. When this happens, you get what’s called SaaS sprawl.
It’s a fancy way of saying you’re paying for software licenses you don’t actually need.
For example, you might pay for a file-sharing service without realizing that your Microsoft 365 subscription includes the same capability. SaaS sprawl can also happen across departments, with employees purchasing tools they personally prefer: Google Drive instead of OneDrive, Slack instead of Teams, and so on.
IT standardization establishes clear procurement processes and approved software lists. Combined with regular license audits, you’ll stay on top of any redundancies, making sure you’re only paying for what you actually use.
Cybersecurity & Compliance
Inconsistent cybersecurity creates security gaps that can leave you vulnerable to cybercrime or fall out of compliance. Either way, you end up dealing with costly fixes, expensive fines, and a damaged reputation.
When the average data breach costs around $4.4 million, reducing security gaps should be a top priority. IT standardization makes it easier to manage security tools, apply updates, and enforce company-wide security policies.
That’s far easier than trying to manage multiple security tools across different parts of your business.
You end up with stronger security and fewer headaches when it’s time for a compliance audit.
Better Scaling
If you have a uniform setup, adding to it becomes much easier.
Need to hire new employees? You already know what hardware they’ll need, what licenses to purchase or assign, and how they’ll fit into your processes. Adding to your office? Everything is already defined and organized.
Standardization makes scaling easier and more predictable for you, your employees, and your budget.
AI Readiness
AI needs data to run – organized data.
Standardization helps organize your data by centralizing it into cloud-based, collaborative tools such as Microsoft 365. Tools like Microsoft 365’s Copilot especially have an easier time accessing data stored this way.
That said, make sure to consult your IT department before rolling out AI across your company. Giving AI easy access to your data is important, but controlling exactly how it accesses that data is just as critical. Otherwise, your AI may end up sharing information it shouldn’t – sensitive files, customer info, financials, etc.
By standardizing your IT, you set yourself up for much better and safer AI adoption.
How The 20 MSP Helps You Standardize
IT Standardization isn’t completed overnight. It’s a complex process with a lot of moving parts that build towards a standardized system.
It can be a lot for a small business to tackle alone. In fact, 70% of transformation initiatives – like IT standardization – fail to achieve their intended outcomes, often due to a lack of guidance, planning, and understanding of existing systems.
That’s why The 20 MSP is here to help. As an MSP, we have the expertise needed for a proper standardization procedure.
We’ll help you:
1. Catalogue your tech
Through our remote monitoring software, we’ll be able to document all of your tech: hardware, software, licenses, etc. This helps us figure out what needs replacing and where redundancies exist – like leftover licenses or outdated computers.
2. Establish your goals
Whether you’re looking to improve your employee productivity, strengthen your cybersecurity and compliance postures, or do all of it together, breaking standardization into achievable goals helps focus the entire process.
3. Pick your preferences
Do you prefer PC or MAC? Desktop or laptops? Microsoft 365 or Google Drive? It’s up to you, but we’ll be there to help you decide what’s best for your budget and setup.
4. Prioritize and plan
Start with what matters most. That could be moving your client data to the cloud or replacing a set of old computers with faster ones. Either way, we’ll help you outline what gets prioritized along with estimated timelines.
5. Train your team
As these changes happen, your team will need time to learn and adapt. We’ll help you create clear SOPs or reference sheets that cover everything critical, such as key websites, tools, and process changes, along with short training sessions.
6. Monitor and adjustments
Your tech is going to change as your business grows. We recommend getting together every six to twelve months to review any major changes – like compliance frameworks, large updates, or new software inclusions – and adjust as needed.
Keeping Things Organized
When you’ve got a system that keeps everything neat, tidy, and well organized, everything becomes a lot easier. Maintenance, budgeting, security, and day-to-day use all flow without you having to figure out what fits where and how.
Because the best kind of tech is the kind you don’t need to think about.
That’s what we’re all about here at The 20 MSP.
For one flat-rate monthly fee, we’ll get your tech whipped into shape and then some. So, if you’re ready to start your journey, or you want to start brainstorming with us, let’s chat.
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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 clients’ 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.
FAQ: IT Standardization
What is IT standardization?
IT standardization is the process of creating consistent technology, processes, and security across your businesses. That could include using approved hardware, establishing software purchasing policies, and implementing company-wide security measures such as multi-factor authentication (MFA).
How does IT standardization help?
When you know exactly what hardware and software your employees are using, troubleshooting becomes faster, software costs are easier to manage, and security risks can be minimized. Standardization can also reduce SaaS sprawl by removing redundant applications and licenses.
How long does it take to standardize my IT systems?
It depends on how big your company is, what needs to be changed, and ultimately, how much you want to standardize. That said, a typical standardization process can take anywhere between three and six months.
What if an employee wants a unique setup for their job?
Ask them exactly why they need this service or device. If specialized hardware or software is required for their job, then you should have IT evaluate their needs.
How can I standardize my remote workers?
Provide remote employees with company-approved devices that are configured and managed by your IT team or MSP. This allows your IT team access to remote devices while cutting back on Shadow IT.
