TCFBO #026: The IT Review Matrix

Read Time: 4 minutes

Virtually every small business is now reliant on IT in some form or other.

In fact, many of us have become so habitually used to using technology on a day-to-day basis that it’s not until it stops working that we realise just how much we depend on it.

Yet reviewing IT systems and implementing an IT strategy can seem like a daunting and overwhelming prospect.

The thing is, if we’re not regularly reviewing the technology we’re using then we’re simply “hoping” that it’ll keep working and that we won’t experience any problems.

Problems like…

…systems failing at critical moments, killing productivity

…the loss of valuable data we may never get back

…security threats that risk sensitive information falling into the wrong hands

…systems being used inefficiently causing frustration amongst our teams

…or simply putting up with aging technology that takes forever to do the task we’re attempting.

When we consider the risks associated with just one of these problems, the question stops becoming:

“Can we afford to regularly review our IT?”

and instead becomes:

“Can we afford not to?”

But where do you even start?

Enter the IT Review Matrix.

Now, don’t be fooled by its simplicity.

The IT Review Matrix is a structured tool that will help you quickly evaluate the effectiveness of your IT infrastructure across several critical areas.

If you take the time to complete it, you’ll gain a snapshot on the technological health of your business and be able to steer your business towards a more reliable and efficient future.

Here’s how to use it.

Start off in the first column by listing all the technology you use.

You can add more categories and items than the ones we’ve given in the example.

Make it work for your business.

Just keep it high level to start with.

You can always drill down into specific areas later if you need to.

For example, if you have multiple computers using different operating systems, you may want to split them out into individual line items.

The main aim right now though is just to get a helicopter view of what’s going on, especially if this is the first time you’ve carried out something like this.

Next, take one of the items and rate it in each area on a scale of 0-5.

For example, if you’re thinking about your desktop computer and you’ve only just bought a top of the range new one, in the “How Up To Date?” column you’d stick a 5.

Whereas, if it’s over twenty years old, then you’d probably stick a 0 in the “How Up To Date?” column.

Here’s what to consider as you look at each column.

“How Up To Date?”

How current is your technology?

Are your systems running the latest versions?

Or are you using software that is no longer supported on a computer that was top of the range at the start of the Millenium?

“How Reliable?”

Do your tools perform consistently without hiccups?

Are they running all day with no downtime?

Or are they more like a car that won’t start on a cold morning and keeps breaking down several times a day?

“Recovery Plans In Place?”

If disaster strikes, how quickly can you bounce back?

Are your data recovery plans robust?

Or is this the first time you’ve even thought about what you’d do if something failed?

“Level of Training Carried Out?”

Are you and your team experts in using the tools at your disposal?

Do you attend courses, keep up to date with changes as they occur and share best practices?

Or are you muddling through with the basics on an “as and when” basis?

“Level of Security?”

Are your systems, passwords and physical security robust?

Is your data encrypted and processed in accordance with legislation?

Or is your idea of security making sure the front door is locked at night?

Once you’ve given an item a rating in each area between 0-5, add the scores up to give you the total score for that item.

The maximum score is 25.

If an item scores 25 (and you’ve been honest in your assessment), then that item probably doesn’t need any further attention for the moment.

If it scored a total of 0, well, quite frankly we’re surprised it’s working at all!

Obviously, most of your items are going to fall somewhere between the two.

The total scores for each item are going to give you an idea of which items need your attention first.

For example, if your “Finance Systems” scored the lowest, it’s probably a good idea to look at this technology first to understand why it scored so low and see if there is anything you can do to improve the score over the short, medium and long term.

The individual ratings for each area are going to indicate the area(s) an item needs some attention in.

For example, if your “Laptops” scored high in “Level of Training Carried Out?” but low in “How Reliable?” then clearly your focus is going to go on increasing the performance of the laptop rather than the person using it.

To get the total category scores across the bottom of each column, add all the ratings in the column and divide by the number of items that have been rated.

In the image below, the ratings in the column “How Up To Date?” add up to 18.

This is then divided by 6 (which is the number of items that have been given a rating so far. If we’d rated 7 items we’d have divided by 7.)

This gives us a total category score for “How Up To Date?” of 3 out of 5.

This will highlight if there’s an area where you’re particularly strong or weak.

For example, you might be great at security but not that great when it comes to training.

Once you’ve completed the review and have a new found awareness of your IT infrastructure, you can start to put plans in place to increase the resilience and efficiency of your technology.

Which will, of course, contribute to the resilience and efficiency of your business overall.

Remember, though, you don’t have to improve everything in one go!

There might be some quick wins that could mitigate some immediate risks.

For example, if you were assessing your laptops and the “Level of Security?” was a low score, could you increase your security by locking them in a fire safe at night or by setting up individual profiles if the laptop is shared?

The IT Review Matrix isn't just a tool to use once and forget.

It's designed to give you clarity and simplicity in the often opaque and overwhelming world of technology and become an ally in setting the strategic direction of your business.

By taking the time to fill it out, you’re not just auditing your systems, you’re laying down the foundation for an IT strategy that supports robust, secure, and efficient business operations.

Let us know how you get on and we’ll see you next week.

Paul & Philly

P.S. Once you’ve completed the IT Review Matrix we suggest looking at in conjunction with the Risk Matrix to assess what needs urgent attention and what can wait.

Whenever you’re ready, there are two ways we can help you:

1. Discover how to create a life and business you truly love with your copy of “Backwards Planning - A Simple Method to Move You and Your Business Forward” from Amazon.

2. To work with us through the entire “Backwards Planning” process outlined in the book, you can apply to join The Clear Focus Business Academy.

The first step is to book a facilitated Life Vision Session which we conduct one to one over Zoom. This session will not only give you clarity on what you want from your life but will give you the opportunity to experience how we work and ensure we're a good fit for each other before deciding whether The Clear Focus Business Academy is right for you. It comes with a 100% money back guarantee, so if you're not entirely satisfied, simply let us know at the end of the session and we'll issue a full refund.