When your business depends on technology to meet client
deadlines and protect sensitive information, your IT provider isn’t just a
vendor, they’re a strategic partner. But what happens when that partner isn’t
holding up their end of the deal?
Whether you’re a CPA firm heading into tax season, a
financial services company managing confidential client data, or a boutique law
practice navigating compliance requirements, your IT provider plays a critical
role in keeping your business secure, compliant, and efficient.
If your systems are slow, support is unresponsive, or
compliance questions go unanswered, it might be time for an **IT risk
assessment**. Here’s how to spot the red flags that could be putting your
business and your clients in danger.
1. They’re Slow to Respond (or Don’t Respond at All)
When your IT goes down, time is money…and silence is
costly. Long wait times for help, unresolved tickets, or excuses for recurring
issues are warning signs that your provider isn’t proactive.
A quality IT partner should:
-
Guarantee
response times (ideally within minutes, not hours)
-
Offer **24/7/365
support** for emergencies
-
Proactively
monitor and prevent issues before they happen
At One82, our average response time is just 2.5 minutes,
because downtime during a deadline is simply not acceptable.
2. They Don’t Document or Communicate Clearly
If your provider can’t tell you what they’ve done, when, or
why, that’s a major red flag. Lack of documentation leads to knowledge gaps,
compliance failures, and unnecessary downtime.
Ask yourself:
-
Do
they provide clear reports after resolving issues?
-
Can
they show evidence of patching, updates, and backups?
-
Is
there an IT roadmap or long-term plan in place?
Transparency isn’t optional; it’s a core part of
accountability and audit readiness.
3. They Have Little to No Compliance Expertise
If your IT partner doesn’t understand terms like **FTC
Safeguards, SOC 2, HIPAA, or PCI DSS**, your business may already be out of
compliance.
Regulated industries like accounting, finance, and law must
meet strict data protection standards. An IT provider that “just handles tech”
without understanding regulatory IT risks puts you at risk of fines,
insurance claim denials, and reputational damage.
A secure provider should:
-
Offer
-
Stay
up to date on evolving data protection laws
-
Align
IT policies with your regulatory requirements
4. They Treat Every Client the Same
If your IT provider uses the same cookie-cutter setup for
every business, they’re not protecting your unique workflows. Professional
firms rely on specialized tools like QuickBooks, Lacerte, Clio, or ShareFile,
and an IT company that doesn’t understand them can cause more harm than help.
Every firm’s risk profile is different. A proper IT**risk
assessment** should tailor technology to your business’s size, software, and
compliance needs.
5. You Don’t Feel Confident in Your Cybersecurity
Do you know when your last backup was tested? Or whether
your antivirus is actually working? If not, you’re taking unnecessary risks.
Your IT provider should:
-
Perform
regular penetration testing and threat monitoring
-
Implement
multi-factor authentication (MFA) and **endpoint detection &
response (EDR)**
-
Provide
employee cybersecurity training
-
Maintain
a documented incident response plan
If your IT provider can’t answer, “Yes, we’re secure,” it’s
time to find one who can.
6. You’re the One Always Finding the Problems
If you’re constantly alerting your IT company about issues
they should have caught, they’re not being proactive, they’re being reactive. A
strong IT partner monitors systems in real time, resolves potential problems
before they affect your team, and regularly reviews your setup for improvement.
Technology should reduce stress, not add to it.
The One82 IT Provider Checklist
Ask yourself these five questions:
-
Does
my IT provider guarantee response times under 5 minutes?
-
Do
they perform and document regular IT risk assessments?
-
Are
they experts in compliance standards like FTC Safeguards or SOC 2?
-
Do
they proactively prevent problems rather than just react to them?
-
Do I
feel confident that my data and my clients’ data are secure?
If you answered “no” to any of these, your IT provider may
be putting your business at risk.
Don’t Wait for a Breach to Find Out
At One82, we help small professional firms identify
vulnerabilities before they turn into disasters. With 10x fewer IT issues,
industry-specific expertise, and deep compliance knowledge, we provide peace of
mind that your systems and your reputation are secure.
Click Here or give us a call at 408-335-0353 to Book a FREE Discovery Call
Frequently Asked Questions
How can I tell if my IT provider is not responsive enough?
Signs of an unresponsive IT provider include long wait times for support, unresolved service tickets, and a lack of proactive communication. If you frequently find yourself waiting for assistance, it’s a good indication that your provider may not be prioritizing your needs effectively.
What should I expect from my IT provider regarding documentation and communication?
A reliable IT provider should offer clear documentation of their actions, including reports on issue resolutions and evidence of system updates. This transparency is essential for maintaining compliance and ensuring that you are informed about your IT systems’ status and health.
Why is compliance expertise important for my IT provider?
Compliance expertise is crucial because it ensures that your IT provider understands the regulations specific to your industry, such as HIPAA or PCI DSS. Without this knowledge, your business could face risks such as fines or data breaches, putting both your operations and your clients at risk.
What unique services should I look for in an IT provider for my firm?
When choosing an IT provider, look for those that tailor their services to meet the specific requirements of your industry, such as compliance audits and risk assessments. Companies like One82 understand the nuances of CPA firms, law practices, and financial services, ensuring that your IT solutions are customized for your unique workflows.
