The Hidden Risks of Being Your IT Department

You started your business to make a difference—not to troubleshoot email systems or panic over suspicious links.

And yet, here you are: growing your business, adding a few team members, and suddenly you’re the IT department, too.

The truth is, technology can either supercharge your business growth—or quietly drain your time, money, and sanity. 

In Jen Hamilton’s conversation with Nic Held, Fractional CTO, we broke down the three tech pillars every small business needs to scale without sacrificing security, communication, or your peace of mind.

1. Let Go to Grow: You Don’t Have to Be the Tech Person

As your business grows, so does the complexity of your tech. If you’re still the one setting up accounts, resetting passwords, and choosing tools—you’re the IT department. Growth means releasing control over the tech pieces you were never meant to own.

“I think a lot of owners who start… everything's up to them. And you really have to define these technical tasks and what you're doing technically—and how much time you could free up by not doing that. – Nic Held”

Identify 3 technical tasks you’re still doing that could be delegated or outsourced. Start with one this week.

2. Start with the Tech Trifecta: Communication, Data, and Security

If you’re wondering where to focus first, think infrastructure, not apps. The most foundational tech strategy for small businesses? Get these three areas airtight: internal communication, data access, and cybersecurity.

“You have to think about communications, about data, and about security—those are the three things I really think about.  – Nic Held”

Audit your tech setup using the trifecta:

• Is your team communicating consistently?
• Can the right people access the right data easily?
• Do you have even basic protections against phishing or data loss?

3. Your Inbox Is a Risk Zone—Train Your Team Before It’s Too Late

Growth doesn’t just increase revenue; it increases risk. Every new hire is a potential point of failure if they’re not trained in basic digital hygiene. Even one well-meaning click can create hours—or days—of cleanup.

“I had a potential client send me a file to prepare for our call. I opened it. Then I got an email saying, ‘Don’t open it.’ – Jen Hamilton”

Add a quarterly 30-minute “Security Check-In” meeting for your team to review common risks, what to avoid, and who to call when something feels off.

4. Don’t Just Plug Tools In—Build Processes Around Them

Software won’t solve chaos—it amplifies it. Without clear processes and role clarity, tech becomes another source of confusion. The businesses that scale smoothly? They build operational processes around the tools—not the other way around.

“Having these kind of processes and procedures in place to deal with certain things… it’s more operational, but it’s enveloped with your technology. – Nic Held”

For any tool you introduce (like a CRM, file-sharing system, or scheduling software), write a one-page “how we use this” doc and share it with your team.

Let’s Make This Personal

• Is your tech stack serving your business—or stealing your time?
• What’s one thing you’re still doing that someone else (or a system) could handle?
• How confident are you that your current setup would protect your data if something went wrong?

Let’s stop pretending we’re immune to tech risks or small mistakes that cost big. The sooner you install smart systems, the faster you’ll stop being your own IT department.

Next Steps 

Here’s your IT sanity checklist to get started:

✔️ Identify 1 tech task to delegate this week
✔️ Run a “Tech Trifecta” audit: Communication, Data, Security
✔️ Book your next team Security Check-In
✔️ Create 1 process doc for a tool your team uses
✔️ Choose one IT partner or expert to have on call (before you need them)

You don’t need a 50-person team or an in-house IT department to build a resilient, secure, and streamlined business. You just need the right strategy, the right tools—and the courage to let go of the rest.

Ready to stop being the IT department and start leading your business like a CEO again?
Book a Quick-Solve Session with Hamilton COOs, and let’s tackle the tech tangle together.