When IT works well, you don’t think about it, and that’s how it should be. But when small things start slipping through the cracks, it can quietly cost you time, money and productivity.
In our work with medium-sized businesses, especially in manufacturing and professional services, we often see the same IT mistakes cropping up again and again. They’re not dramatic, but over time they create frustration, inefficiencies and unnecessary costs.
Here are five of the most common issues we see, along with some practical ways to get ahead of them.
1. Paying for software no one’s using
It’s surprisingly easy for software costs to spiral. Someone leaves the business, but their Microsoft 365 licence keeps running. A new tool is trialled, forgotten about, and the subscription quietly renews. Before you know it, your IT budget is being chipped away by tools no one is actually using.
What to do:
Make time every couple of months to review your licences and subscriptions. If you’re using Microsoft 365, check that only active users are being billed. The same goes for other platforms – look at usage, not just cost, and cancel or reallocate anything that’s no longer needed.
2. Hanging on to old equipment for too long
We’ve all done it. That old laptop “just about works”, so it gets kept as a backup. A server in the corner of the office is still running, so no one wants to touch it. But ageing tech slows your team down, leads to more support issues and often ends up costing more than it saves.
What to do:
Put a basic hardware lifecycle in place. Review your equipment annually and have a plan for replacing anything that’s slowing your business down. It might feel like a spend up front, but it can save money on repairs, downtime and inefficiency in the long run.
3. Using Microsoft Teams… but still emailing everything
Many businesses have invested in Microsoft Teams but haven’t changed how they actually work. Files are still emailed back and forth, conversations are lost in inboxes, and collaboration doesn’t really happen.
What to do:
If you’re using Teams, make it the central place for communication and collaboration. Store shared files in channels, use chat instead of long email threads, and take advantage of features like task lists, meeting notes and integrations with other Microsoft tools. It creates a clearer, faster way to work.
4. Waiting for IT problems before doing anything
IT is often treated as something that only needs attention when it goes wrong. But reacting to problems, rather than planning ahead, leads to rushed decisions, extra costs and avoidable disruptions.
What to do:
Set up regular IT reviews – even quarterly catch-ups can make a big difference. Use them to spot potential issues early, plan upgrades, and make sure your technology is aligned with how your business is evolving.
5. Underusing tools you’re already paying for
Most businesses already have access to tools that could make a big difference to the way they work – they just don’t realise it. Microsoft 365 alone includes things like OneNote, Planner, Forms and automation tools, but many teams only use Outlook, Word and Excel.
What to do:
Ask your IT partner to walk you through what’s included in your current setup. You may find tools that can simplify manual tasks, reduce admin or even replace other subscriptions you’re paying for separately.
Need a hand getting more from your IT?
At Neuways, we help businesses across the UK cut through the noise and get real value from their IT. Whether it’s reviewing your setup, trimming unnecessary costs or helping your team make the most of what they’ve already got, we’re here to help you make smart, practical improvements.
If any of the issues above sound familiar, we’d be happy to have a chat – no jargon, no pressure. Just clear advice to help your IT work harder for your business.