What "managed IT" means, in plain English
You pay one flat amount each month. In return, we look after your computers, internet, email and backups, and we fix things when they go wrong. Just as important, we do the unglamorous upkeep that stops most problems before you ever notice them.
It's the same arrangement larger companies get from an in-house IT department, sized for an office of five to fifty people.
What you get
- Someone to call. Phone, email or a support request. You reach a technician who knows your setup, not a queue. We fix it remotely when we can and come to you when we can't.
- Computers that stay up to date. Updates are installed on a schedule that doesn't interrupt your day, closing the gaps that attackers rely on.
- Problems caught early. We keep an eye on every computer and server, so a failing hard drive or a machine that has gone offline gets noticed before it becomes an emergency.
- Protection from scams and viruses. Security software, two-step sign-in and email filtering are part of the base package, not an extra. More on the cybersecurity page.
- Backups we've proven work. Your files are copied somewhere safe, and we regularly practice getting them back, because a backup nobody has tested is just a hope.
- Email and Microsoft 365 handled. New hires set up, departures closed out, shared mailboxes and security settings all taken care of.
- We deal with your other vendors. When the internet company, your software provider or the copier vendor says it's not their problem, we make the call so you don't have to.
- Everything written down, and it's yours. Your equipment, passwords, licenses and vendors documented in a place you control. It goes with you if you ever leave.
- A regular check-in. Each quarter, a short review of what's getting old, what's costing more than it should, and what to plan for.
Under the hoodThe technical detail behind each item, if you'd like it
- Help desk: remote support sessions and onsite dispatch, with tickets tracked.
- Patch management: Windows, macOS and the third-party applications attackers target, on a maintenance schedule.
- Monitoring (RMM): every supported workstation and server reports in, with alerts for failing disks, low storage and offline machines.
- Security baseline: modern endpoint protection, MFA enforcement and email filtering. See cybersecurity.
- Backups: workstation, server and Microsoft 365 backups with periodic restore tests.
- Microsoft 365 administration: user lifecycle, licensing, shared mailboxes and tenant security settings.
- Vendor and ISP escalation: we open the ticket and chase it.
- Documentation: network, credentials, licenses and vendors kept in a repository the client owns.
- Quarterly reviews: hardware lifecycle, spend and roadmap.
How it's priced
Pricing is based on the number of people and devices, in tiers, so a twelve-person office with a server, two printers and a few cameras pays for exactly that. Setup is a one-time line item. Equipment is quoted separately, with no surprise markups. You'll see the full number in writing before you sign, and the agreement is month to month after setup.
Businesses with only a few desks but a lot of networked equipment are priced on devices rather than headcount, which usually works out fairer than a per-person plan.
Who it's for
Professional offices, medical and dental practices, law firms, accountants, property managers, contractors, small manufacturers and nonprofits across Knoxville and East Tennessee. The common thread is a business that depends on its computers all day and has nobody on staff whose job is to keep them working.
Switching from another provider
Handoffs are routine. The first week is spent writing down what you actually have, changing every password the previous provider knew, confirming that your backups exist and really restore, and moving monitoring over. Nothing your staff sees changes until that's done. You keep your equipment and your licenses.
Questions people ask about this
I'm not technical. Do I need to understand any of this?
No. You tell us what's wrong in your own words, and we handle the rest. When we do need your input, we'll explain the choice in plain language and give you a recommendation.
How fast will someone respond?
You'll reach a technician directly by phone during business hours, and get a callback if everyone is with another client. Workflow IT doesn't advertise a guaranteed response time because a small team can't honestly promise one for every situation. What it can promise is that the person calling back knows your office.
Is there a minimum number of users?
No formal minimum. Very small offices are often priced on devices instead of people, which keeps it sensible for a three-person shop with a lot of equipment.
What isn't covered by the monthly fee?
One-time projects: office moves, new cabling, large equipment replacements and new network builds. Those are quoted separately so the monthly number stays flat.
Do you support Macs?
Yes. Offices with both Windows computers and Macs are normal, and both are kept updated, monitored and backed up.
Get a flat monthly number in writing
A short walkthrough of your office is all it takes to quote it properly.