Mastering IT Chaos: Simple Solutions SMEs Will Love

IT complexity isn’t confined to only large enterprises. For small- to medium-sized enterprises (SMEs), the burden can feel just as heavy. Resources are limited, workloads are high, and new threats appear almost every day. 

JumpCloud recently surveyed 900 SME IT professionals across the U.S., U.K., and Australia. 

The findings show IT teams feel rising pressure to simplify operations. At the same time, they must secure data and stay compliant with regulations.

This article explores six areas where simplification has the power to transform SME IT. We’ll also reference stats from JumpCloud’s Q1 2025 SME IT Trends report to help you take action right away.

1. Bolstering Security in an Era of AI-Driven Threats

A surge in AI-powered attacks has made cybersecurity more complex than ever. The survey shows that 46% of SMEs experienced a cyberattack. Among these, 33% involved artificial intelligence (AI). This signals that malicious actors are rapidly adopting AI to breach defenses.

Despite the rising concerns, only 30% of IT pros patch critical systems within hours which leaves organizations vulnerable to breaches. For SMEs, a single successful cyberattack can be devastating. This could result in downtime, reputational harm, and severe financial consequences. 

Yet, many still rely on manual or fragmented security approaches that struggle to keep up with AI-driven threats.

Here are ways to better protect your SME from such threats:

• Adopt automated patching tools. Use software that automatically detects, downloads, and deploys critical patches. This ensures vulnerabilities are promptly fixed, reducing manual intervention.

• Implement AI-enhanced threat detection. Use AI/ML (machine learning) security tools to identify suspicious patterns in real time. These tools flag any unusual activity before it snowballs into a breach.

• Use Zero Trust principles. Enforce continuous verification for every user, device, and connection. This prevents hackers from moving laterally if they compromise one account.

• Conduct regular security training. Educate employees on phishing risks, password hygiene, and social engineering. When people recognize the tricks cybercriminals use, they’re less likely to fall for them.

• Evaluate cloud-based security services. Consider cloud-based platforms for threat detection, endpoint protection, or even managed firewalls. These services often have automatic updates. So, it’s easier to keep up with new threats.

Together, these steps create a tough defense against AI-based attackers. Rest assured, your SME is always protected. 

2. Taming Shadow IT for Full Visibility

Shadow IT arises when employees install or subscribe to tools without your IT team’s knowledge or approval. Most SME IT pros (90%) worry about employees using unauthorized apps. 

Yet, 38% say they don’t have a full app discovery process. This hidden risk can harm your security, expose data, and complicate compliance. And employees often use unsanctioned solutions because they believe it’s the quickest way to get their job done. 

With the right processes and tools in place, you can give them what they need without jeopardizing security or compliance.

Here are some ways to gain full visibility and maintain control:

• Deploy a SaaS management platform. Automatically discover all unauthorized apps and manage access from a single dashboard.

• Streamline approval processes. Reduce bureaucratic red tape so employees can request and get approval for new tools quickly. This will encourage them to follow the correct channels.

• Educate employees. For your team to understand the risks better, explain how unauthorized apps can lead to data leaks or compliance violations. 

• Conduct periodic shadow IT audits. Schedule monthly or quarterly checks to detect any new apps that might have slipped under the radar. Consistency helps maintain a stronger posture.

• Set up automated security policies. Use policy controls that automatically restrict app installations on company devices. This way, you don’t have to chase employees down individually.

Implementing these strategies close the security and compliance gaps that shadow IT can create.

Casting IT Into the Shadows

What you can’t see CAN hurt you when it comes to shadow IT. Learn six key shadow IT risks and how to address them proactively.

Download the eBook

3. Counteracting IT Tool Overload

Tool sprawl is a real problem. 

About 26% of SME IT admins are juggling 11 or more solutions, while 47% rank “managing too many point solutions” as their top challenge. Additionally, 39% of IT budgets are consumed by licensing fees due to redundant or overlapping software.

When teams have to flip between numerous dashboards, workflows become disjointed, updates slip through the cracks, and the risk of misconfiguration grows. For SMEs, every wasted license fee or delayed update is money and time that could be better spent on strategic initiatives.

Try these approaches to rein in tool overload and streamline your operations:

• Consolidate with a unified IT platform. Choose a platform that combines core functions in one interface. It should manage devices, identities, security policies, and analytics.

• Audit and eliminate redundancies. Inventory current tools, identify any duplicates, and retire the least useful ones.

• Negotiate vendor contracts. Standardizing on fewer solutions can strengthen your bargaining power. This enables you to secure better pricing or more favorable licensing terms.

• Empower end users with basic tool training. Ensure employees know how to effectively use the core set of approved tools. This reduces their inclination to seek alternatives and helps justify your license investments.

• Evaluate tool ROI regularly. Establish a quarterly or biannual review process. If a solution no longer aligns with your objectives or usage data, it might be time to replace or remove it.

These steps help SMEs save on costs and maintain a better grasp of security and compliance.

4. Seamlessly Managing the Hybrid-Work Divide

The pandemic reshaped work environments worldwide. But not every region settled on the same model. 

We found that 57% of U.S. SMEs now mandate full-time in-office work, significantly higher than in Australia (41%) and the U.K. (42%). This variation has created complex scenarios for SMEs. IT teams must support remote, hybrid, and on-site setups at the same time.

Hybrid work boosts employee satisfaction and flexibility. However, it makes device management, access controls, and collaboration more complex. 

To keep things running smoothly, consider:

• Using cloud services for core operations. Rely on cloud-based productivity tools so employees can access vital resources anytime, anywhere.

• Standardizing IT policies. Set uniform guidelines for data access, endpoint security, and acceptable use. Location should not dictate how to handle information.

• Automating remote management. Deploy software that manages configurations and gathers device logs without needing physical access.

• Adopting collaboration tools with a security focus. Opt for platforms that offer end-to-end encryption and integrated identity management. 

• Providing equitable IT support channels. Offer remote employees the same level of technical support as on-site staff. This can mean expanded help desk hours, chat-based support, or video troubleshooting sessions.

A consistent, cloud-centric approach ensures employees remain productive regardless of the location.

5. Leveraging MSPs without Losing Control

Many SMEs turn to managed service providers (MSPs) when in-house resources are limited.

The survey shows that 35% of SMEs fully rely on MSPs for IT. But 44% worry about whether these providers can effectively manage security. Choosing the right MSP can relieve your internal team of time-consuming maintenance. 

Yet it’s important to maintain some oversight to ensure your MSP’s methods align with your security and compliance standards. 

Here’s how you can strike that balance:

• Investigate providers thoroughly. Check credentials, certifications, customer reviews, and references. A proven track record in managing security incidents is a must.

• Define SLAs and KPIs clearly. Detail acceptable response times, breach notification protocols, and uptime goals. Make sure both parties understand what success looks like.

• Retain some level of in-house oversight. Keep at least one team member who regularly reviews MSP reports and logs to confirm compliance with policies.

• Request transparent reporting. Insist on monthly or quarterly security and performance audits. Transparency builds trust. It shows whether the MSP meets the agreed-upon standards.

• Encourage continuous upgrades. MSPs should stay updated with the latest security tools, software versions, and best practices. Establish a process for regular technology refreshes to prevent stagnation.

Working with MSPs can be a cost-effective way to strengthen your IT posture, as long as you set clear expectations and maintain enough visibility to ensure no corners are cut.

6. Planning Resilient Investments for the Near Future

Whether you’re increasing budgets or tightening belts, planning how to allocate funds remains one of the top priorities. 

About 77% of SME IT admins anticipate a budget increase this year. The key investment areas are security (48%), AI tools (42%), and cloud infrastructure (40%). 

However, more money doesn’t automatically translate into more success if it’s spent haphazardly.

A well-structured budget can help SMEs stay competitive, scale effectively, and guard against new threats without incurring unnecessary debt. 

To optimize your spend:

• Prioritize security investments. Deploy next-generation endpoint security, AI-driven threat detection, and encryption measures to protect your data. Security lapses are costly, both financially and reputationally.

• Leverage cloud solutions and automation. Migrate from aging on-premise hardware to cloud-based solutions that scale up or down easily. Automation tools reduce manual workloads and let staff focus on more strategic tasks.

• Track ROI. To measure the impact of a security suite, look at metrics like response time and downtime.

• Build a long-term roadmap. Envision your IT program for the next one to three years. Include potential expansions, product launches, or compliance requirements. A roadmap guides your budget decisions so you’re not caught off guard by sudden needs.

• Revisit budgets quarterly. Technology changes rapidly, and so do business needs. Monitor spending, measure results, and be ready to reallocate funds if a critical area emerges or an initiative underperforms.

By aligning your budget with both short and long-term goals, you’ll ensure that every dollar contributes to a simpler, more robust IT environment.

Confidently Navigate 2025’s IT Landscape with JumpCloud

SMEs often juggle countless demands. Doing so without straining resources can feel almost impossible. But don’t worry — a simplified, agile approach to IT is always within reach! 

Focusing on the six core areas mentioned helps your organization move ahead.

JumpCloud helps make this vision a reality. It delivers the oversight and automation SMEs need to stay secure and scale. Whether it’s deploying patches automatically or streamlining app discovery, JumpCloud tackles complexity head-on.

Want to gain a deeper understanding of the latest IT trends impacting SMEs? Download JumpCloud’s full SME IT Trends report. It has insights that’ll help you make informed decisions and streamline your IT program.

You might also find these speciality reports interesting as well:

• Q1 2025 U.K. SME IT Trends Report
• Q1 2025 Australian SME IT Trends Report