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So much of the IT activity we all undertake is reactive – often it takes a malware attack to prompt us to upgrade our security software or a broken hard drive to make us think seriously about backups. But there's another way to approach things.

We’ve all witnessed with horror the lack of preparedness of some organisations, including the NHS, to malware and computer virus attacks. Perhaps we’ve even fallen victim to such an attack ourselves.

Most of us have probably experienced what it feels like to not have an appropriate back up – whether it’s as a result of a lost phone or laptop, an aging hard drive that fails taking everything stored on it with it, or even the accidental deletion of key files or applications.

It's much the same thing after a malware or ransomware attack.

The worst example of computer malware impacting UK life in recent years was probably the WannaCry virus in 2017 which ground great swathes of the NHS to a halt. Its impact could have been significantly reduced had affected organisations kept their computer operating systems up to date instead of using the Windows XP system that was no longer supported.

This is why taking a reactive approach to IT isn’t sustainable long term – it is costlier in the long run – trying to shut the gate after the horse has bolted always is – and it leaves the organisation open to serious risks and failures.

Instead, planning ahead and good advice can help to reduce cost as well as to protect the business and present opportunities for improvement and efficiency. These benefits can be easily achieved through the development of a comprehensive IT strategy, and working with a proactive partner.

What’s more, your IT strategy will help minimise disruption and cost if the worst does happen. You'll even begin to see the productivity and profitability gains.

Addressing failures, thefts, outages and user error should be as simple as putting a well-thought-out plan into action. When you have defined your IT strategy in advance, it is exactly that easy.

This is what makes working with a proactive IT partner so beneficial for a business.

• threats are reduced,

• you avoid the cost and disruption of failures and other problems such as loss of reputation,

• systems run more efficiently,

• your people get to focus on the tasks in hand giving you a competitive advantage,

• opportunities for greater efficiency or profit-boosting activities and tools are identified,

• training is kept up to date, and

• when something goes wrong, everyone understands what to do.

As we’ve discussed, the starting point for taking a proactive approach has to be the development of an effective IT strategy. We know from our work with small and medium-sized businesses in the Edinburgh area and across Scotland that many small businesses don’t have one in place – and this could be resulting in a great waste of money and effort. We usually find that IT issues and security are being dealt with after the event.

That’s why Grant McGregor consultants have developed a five-step guide to help organisations who haven’t yet developed an IT strategy – or who wish to update an existing IT strategy – to confidently develop a successful IT strategy that helps your organisation to attain its goals and drive profits, whilst keeping you safe.

Download the guide: ‘The 5 Key Steps to an Effective IT Strategy That Helps You Drive Profits'.

The right IT partner will be able to walk you through what can be confusing and offer you advice in advance of issues so that you can focus on growing your business.