Scaling IT Simple
The practical guide to growing a Series A startup
created by OneMSP
Hardware
As you enter this period of rapid growth, hardware will be one of the first challenges you encounter. As well as laptops, mobiles and other personal devices, there’s also servers, data centres, personal computers, routers, switches, cables… the list seems endless, and the price tags, while affordable to a newly minted startup, will still feel eye watering.
Hardware
as a service
The key is to work with suppliers who enable you to be flexible. You can avoid upfront costs by finding a managed service provider that leases equipment to you for a predictable monthly price with no initial investment. The best will offer plans that grow with you, so you’ll never have to pay for what you don’t need.
90 percent
of people said dealing with a company that uses outdated technology would cause them to consider taking their business elsewhere due to concerns over security, privacy or user-friendly convenience.
What kind of equipment should you be looking for?
Think about the nature of the work undertaken by your business. Consider the tools that are needed to do this work, as well as the level of performance. This enables you to select the specification that’s right for each workload.
For example, a HR manager who uses a few in-browser apps may not need as much RAM in their computer as a designer who works with large files and heavy on-device software.
- How much RAM?
- Storage?
- What mobiles?
- What operating system?
- Headsets? Headphones?
£1.3b
annual productivity wasted by US businesses due to obsolete technology
Key considerations for your hardware
Put in place systems that monitor the use of your hardware — this enables you to see if your tech is providing value for money and dial up or dial down as necessary.
Regular updates ensure the security of your data. But regular visits from technicians are expensive. Endeavour to choose hardware that is capable of receiving updates remotely.
Perform inventory checks periodically, or find a platform that can schedule these. Most startups start with a manual approach, but as you scale up remember that you won’t be able to manually account for thousands of purchases a year.
Should your tech fail, or more likely, people need help understanding how it works, you’ll want the matter to be resolved automatically as quickly as possible. Use clear processes and delegation to avoid getting bogged down by menial internal support tickets.
Reduce friction in your employees’ workflow by purchasing devices that seamlessly connect and integrate, so they’ve always got the information and tools they need, wherever they are.
Reduce downtime by keeping your IT reliable. Unforeseeable issues like hardware damage and data loss will be limited by scheduling regular hardware maintenance.
Software
Key Series A
software attributes
Take stock
Before you dive in and start signing purchase orders, take stock. On the road to Series A you will have already built up a long tail of software. Often, this happens in a haphazard way, with differing executives preferring their own tools for their own tasks, and little synchronicity or integration between systems. Instead of muddling along with a stack based on personal preference (rather than business alignment) start you software revolution with an audit.
Curate existing apps, removing blockages, disconnects and silos that may be getting in the way
Research new apps, dependent on your business's needs
Ensure new apps can link with existing tools
Get buy in on the new stack from the team, then implement
Fundamental tools you'll need
When a company grows a challenge emerges: to scale teams cohesively while allowing them to work independently from each other. From the small stuff to the big picture, aim for a unifying software that organises all your teams’ work so they know what to do, why it matters, and how to get it done.
Live files that can be accessed and edited by multiple people in different locations enable teams to accelerate productivity and deliver higher quality work. From docs and spreadsheets to presentations and storage, make sure your key software is collaborative.
Communication comes in many forms. So enable your team to connect at home or in the office through chat, meetings, calls and video. If you’re really committed to fostering deeper communication, you can take this a step further by implementing your own internal social network, or through software for surveys, polls and virtual events.
More tools to invest in
Customer Support
Human Resources
Time Tracking
Accounting
Payment
Management
Marketing
CRM
Scheduling
Beware migration
Whenever you change software, the spectre of migration will rear its head. Ensuring data is transferred securely and accurately is exactly the kind of important yet non-senior task you should be looking to delegate. For a well planned, seamless and efficient migration that does not go over budget or result in a protracted process, source a managed service provider that will look after the entire process: before, during and after.
Compliance
Why become compliant?
- As you grow, the risk of your startup being subjected to an attack will increase. The more tools, processes, types of data, and people you add to your business, the more unmitigated risk you take on.
- Compliance tells investors, customers and the general public that your startup takes risk management seriously and that you're worth consideration.
- While the seed stage is all about building on your security foundation and looking ahead, Series A is the perfect time to make your startup fully compliant.
£3m
average business revenue loss from non-compliance
Certification
If you’ve already been selling to financial institutions or healthcare organisations, you’ll most likely be certified before Series A. If that doesn’t apply, this is the time to invest in a formal compliance program.
Frameworks like SOC 2 and ISO 27001 provide a foundation of security that unblocks enterprise sales, lessens risk, and protects your startup’s finances and reputation from company-killing events.
Which compliance framework should you choose?
SOC 2
ISO 27001
Europe-centric
Prescriptive certification
On-site
6 month lead time
Don't forget local-level and industry-specific compliance; for example, healthcare founders know their product must meet HIPAA compliance, and companies in the consumer space are well aware of GDPR.
Four steps to certification
Security Controls
Identify which security controls are appropriate for your organisation and take the necessary steps to implement them. This includes documenting your practices and establishing a method to review and improve your processes.
Gap analysis
Conduct a gap analysis to work out which areas of the framework you're already compliant with and where you need to make improvements. As part of this process, you should also define your security objectives and which areas of your organisation will be covered
External audit
Once you're confident in your compliance practices, you can contact a certification body and arrange an external audit.
Internal audit
It's audit time — but many organisations first conduct an internal audit before contacting an accreditation body, as it allows them to address any final errors first.
Number of compliance officers employed in the United States from 2005 to 2020
(in 1,000s)
Security
£57 m
Cost of average security breach for companies with under 500 employees
It's important to remember that compliance doesn't translate directly into security.
For example, you could meet a SOC 2 standard by requiring all employees to install endpoint protection. But this aspect of your security posture would remain vulnerable if you didn’t also have a way to enforce workers to activate and update the software that protects their devices.
Further, if you don’t have a centrally managed tool for monitoring and reporting endpoint breaches, you might not even be aware when they occur. In this case and many others, the end result can be a security breach that ransacks your business fund while damaging your brand and the trust it had previously built up with existing and potential customers.
With 65,000 SMB attacks daily, and ransomware attacks growing by 150% year on year, it’s best to be prepared.
Annual number of data breaches and exposed records in the US from 2005 to 2020
(in millions)
Data Breaches
- Million Records Exposed
What does 'being prepared' mean for a Series A startup?
Human layer
90% of all security breaches are caused by humans. Whether it’s a less tech savvy member of your team or a disgruntled former employee, there are many scenarios in which people can unwittingly and purposefully put your business at risk. Reduce the likelihood of a successful attack by regularly training employees on the benefits of good cybersecurity habits. This means providing instruction on how to spot a phishing attempt, what a strong password is, and the current scams to lookout for. To reduce insider threat, conduct background checks for new employees and have an automated process for identifying and closing down accounts/devices owned by rogue employees. Setting up access controls is also a good idea as, if there is a successful attack, they can limit the amount of damage caused.
Perimeter layer
This is where your data meets your devices: computers, printers, phones, and so on. If you’re using IoT devices, then it could extend to things like the light bulbs in your office too. Start by scoping out the profile of your perimeter, cataloging all the devices that are connected to your network. Next, figure out what data is passing through (this will most likely be all of your important business data). Once you’ve got a clear idea of what’s out there, move to secure all of it with firewalls, data encryption, anti-virus software and device management. You could also task an ethical hacker with conducting a penetration test on your business. This gives you a picture of your infrastructure from an attacker’s perspective – and can often identify weaknesses you may have missed.
Network layer
The network layer represents the connections between different networks. Bolster this layer’s security by only giving employees and devices access to the parts of the network that they need to access. This way, if a breach occurs, only a small part of your network will be compromised and the damage will be contained, reducing the cost to your startup.
Endpoint layer
An endpoint is any device that is connected to your network. While securing the perimeter layer covers the data as it passes through your devices, securing the endpoint layer protects the devices themselves. With remote monitoring, updates and endpoint encryption you can ensure devices are running in secure environments. The remote access feature is particularly important, as it enables you to lock down the device and stay in control when an endpoint is compromised.
Application layer
This covers the software your startup is using. As mentioned in the Security chapter, doing your due diligence on this layer is important to maintaining a strong security posture. Always look into and test the security practices of the vendors you want to use. Once the software is in play, make sure it’s up to date and use tight software restriction policies to prevent unauthorised software from being run on your network. Beyond that, look for a firewall that comes with integrated app protection, and use sandboxes for browser-based applications.
Data layer
Protection of data is paramount — as this is usually what attackers are looking to access. Whether it’s your customer data, payment information or intellectual property, a breach at this level can have serious consequences for your business, damaging customer trust and exposing you to huge regulatory fines. You can protect your business with file and disk encryption, regular backups of all critical data and processes, two-factor authentication, and enterprise rights management. Don’t forget to put in place policies that ensure data is wiped from devices that are no longer being used or being transferred to a new employee.
Mission critical assets
Not all data is created equal. Your most sophisticated defences should focus on protecting the assets that are mission critical to your business. But what counts as mission critical? Every Series A startup is different, so there is no single template to follow. Start by analysing the kinds of assets you have and identifying the pieces your business could not live without. Depending on your market and model, these could be many things; an operating system, data, software tools, financial records, cloud infrastructure… Once you’re clear, look back at each of the other six layers and check to see if they are providing ample protection to what is most important to your startup’s future.
Disaster recovery
£4400
Average business cost per minute of IT downtime
If a threat does slip through, you’ll want to limit the damage caused by resolving the issue as quickly as possible. Your customers expect your product to work as intended when they need it. To deal with circumstances outside of your control, your startup needs a plan in place to notify customers, manage downtime and unrecoverable data, and resume business as usual. So prepare for the worst. Ensure all your device, server and cloud data is backed up and recoverable. Set up processes that enable a 24/7 response to breaches. And test your team on your business continuity protocol to make sure they’re ready to follow it when the pressure’s on.
Environment
The Series A office
Due the inherent volatility of the Series A phase, what you need from an office can rapidly change. A given is that your team will be expanding rapidly, but it doesn’t always expand at the rate you expect — it could move faster or slower, depending on how your post-raise phase plays out. So how do you stay in the goldilocks zone, and only pay for what you need?
The most straightforward solution is to not have an office at all during this phase — a radically remote policy will give you the freedom to scale, pivot and make your mark faster, without having to worry about office logistics.
But, if you’re absolutely set on setting up a physical space to call home, the key is to remain flexible. Startups often fall into the trap of signing up to lengthy leases under the impression this works out as the ‘best-value for money’ option. But what usually happens is a startup with a long term lease will experience significant periods when the office is under and above capacity, pushing them into ad hoc solutions that detriment productivity and revenue.
If you want flexibility to scale, a managed office or a short term lease are your best bets. Alternatively, if you see a long term lease as your only option, try to insert a sublet clause that enables you to rent the office to someone else when your needs change.
Choosing your space
An office move can take months to organise and complete. Prepare as far ahead as possible and try to match the move to a period of headcount stability.
Think of this as a roadmap: How much now? How much in six months? How much in one year? If you sign a short term lease with a landlord or serviced office, you can more easily move up through the gears. It’s OK to have a lot of empty seats if it’s only for a few months — but anything longer than this is just wasting investment that could be better spent elsewhere.
This is where you get to choose your vibe. What style of office suits your business best? Modern and functional, or something more unique and quirky? Consider the culture within your organisation and pick an environment your employees can identify with.
As well as the cost of your lease, you will also need to take into account service charge, business rates, solicitor fees, dilapidations, and removal costs.
Again, this goes back to your unique culture. Will your team want things like bike racks, showers, gym and concierge? What are the differing accessibility needs among your employees?
Creating wellness
through space
Breakout spaces
Relax, chat, build culture
Private spaces
Confidential meetings, deep work
Agile working
Fluid and flexible hot desk zones
Collaborative space
Soft seating, cosy, varied
On-site facilities
Showers, gym, bike lockups, food stalls
Biophilic design
Natural light, clean air, water quality, foliage
Smart acoustics
Removing distraction while enabling discussion
Don't forget to:
- Check your current lease to confirm your lease expiry/break date.
- Be aware of clauses about how you must return your current office to the landlord.
- Avoid a cold call tsunami by limiting the number of property search websites you register with.
- The legal process of leasing an office is taxing and complex. Seek advice from a local expert.
- Factor tax into your budget. Commercial office lettings are typically subject to Business Rates, VAT and Stamp Duty.
Onboarding
One thing that can make or break a new hire is onboarding. We’ve seen it happen a lot when companies scale for the first time: lots of new faces with lots of confusion about what they should be doing. Even if they are a self-starter personality type, a new hire can still experience friction with unfamiliar tools and software, and potentially end up working on the wrong tasks.
While the new team member may tick all your boxes and look perfect on paper, if you don’t have a proper onboarding process, they won’t be able to perform.
Put in place training and support
In the new world of remote/blended working, it can be difficult to onboard new employees when you're not face to face. But there are actions you can take to make the process more smooth and time effective.
Network
Connection
What should you be considering when choosing and setting up your connection?
Fast
Find an ultrafast package that is powerful enough to keep all of your team working seamlessly.
Flat pricing
You'll want flat contract pricing and a provider that doesn't penalise you for upgrading your package when your team size grows.
Reliable
Make sure it's reliable: check reviews in your local area .
Coverage
Install access points throughout your office to ensure every part of your building gets WiFi.
Support
Find someone who will be on hand round-the-clock to keep everything running smoothly.
Infrastructure
With cloud networking, your startup can leverage the cloud for infrastructure, network management, network monitoring, and maintenance. We recommend putting this in place, as it enables you to design, configure and manage network resources in the cloud to create simple, complex, and resilient networks.
- Cloud-based network resources
- Virtual routers
- Virtual private networks
- Virtual firewalls
- Data connectivity
- Load balancers
- Virtual bridges
- Virtual adapters
What does cloud networking enable?
Create private virtual networks to extend your on-premises IT environment to the cloud and protect your connections.
Run your favourite network virtual appliances – such as WAN optimisers, load balancers and application firewalls – and define traffic flows through your network.
Use private IP addresses and define attributes such as subnets and access control policies.
Remote patching
Whichever network option you choose, you’ll want it to be capable of remote reconfiguration. This solution centralises and streamlines the monitoring and management of your IT infrastructure, enabling you to secure, patch and update your networks without the cost of having an engineer on site — and without having to wait for one to turn up!
Workflow
Accelerate your growth
When searching for productivity-driving automations, what key things do you need to look out for?
Immediate returns
Modularity
By operating in smaller development cycles, say three months, you keep things flexible.
Minimise disruption
While you’re growing, a lot will be changing. To minimise the chaos, keep your applications and automations straightforward. This will save you time in the long run.
How to strategically build automations
Bring together your various VPs and ask them to outline their struggles and potentials for automation.
Empower VPs and their teams to build automated processes by equipping them with low-code, drag-and-drop software, like Microsoft Power Automate.
Prioritise high gain automations, and organise lower yield or open-ended projects along a roadmap for future growth.
Encourage teams to iteratively improve and design these automated systems until they work as needed.
Most commonly automated tasks
76%
of enterprises prioritise AI in their
IT budgets
Apply low cost AI
As you’re now on the way to becoming a large scale organisation, Series A is a good time to seriously consider how AI can be applied to mine more productivity gains from your startup.
Prices can be eye-watering but there’s plenty that can be achieved (within a typical Series A budget) through low cost AI. From computer vision and face recognition to conversational AI services, you can automate and scale common processes like document processing, customer service and data insight generation.
There are also many tools out there, such as Microsoft Azure, that make it easy for you to build and train your own machine learning models, then deploy them as APIs.
This isn't one-size-fits all
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