Introduction
Building IT infrastructure for a new business is one of the most critical decisions you will make. Poor planning can lead to costly delays, security vulnerabilities, and operational inefficiencies that hamper your growth for years to come.
This guide walks you through each phase of building your IT infrastructure, from ordering internet circuits (which have the longest lead times) to deploying workstations. We will also cover security fundamentals, backup strategies, and industry-specific considerations.
What This Guide Covers
- -Critical pre-lease IT considerations
- -Internet circuit types and realistic installation timelines
- -Network equipment selection and setup
- -Workstation and endpoint deployment
- -Cloud services and software essentials
- -Security and backup fundamentals
Before You Sign a Lease
Many startups make the mistake of signing a lease without considering IT infrastructure availability. This can result in months of delays or expensive workarounds.
Key Questions to Ask
Internet Service Availability
- -What internet providers service this address?
- -Is fiber available to the building? To your specific suite?
- -What is the estimated installation timeline?
- -Will construction or buildout be required?
Building Infrastructure
- -Where is the building's network demarcation point (demarc)?
- -Is there a dedicated server/network room or closet?
- -What is the electrical capacity? Is there backup power?
- -Is existing cabling (Cat6, fiber) in place?
Phase 1: Connectivity (Circuits)
Critical: Order Circuits First
Internet circuit installation has the longest lead time of any IT infrastructure component. Fiber installations can take 30-90+ days, and in some cases 6+ months for new construction. Order your circuits immediately upon signing your lease.
Circuit Types & Typical Timelines
| Circuit Type | Typical Timeline | Best For |
|---|---|---|
| Dedicated Fiber | 30-90+ days | High-bandwidth needs, guaranteed uptime |
| Business Cable | 2-4 weeks | Cost-effective, moderate bandwidth |
| Fixed Wireless | 1-2 weeks | Quick deployment, backup circuit |
| 4G/5G Business | Days | Temporary/backup, mobile operations |
Bandwidth Planning
Estimate your bandwidth needs based on number of employees and usage patterns:
- -Light usage (email, web): 5-10 Mbps per user
- -Moderate usage (cloud apps, video calls): 15-25 Mbps per user
- -Heavy usage (large file transfers, streaming): 50+ Mbps per user
Pro Tip: Always Have a Backup
Consider ordering a secondary circuit from a different provider. If your primary fiber goes down, a 4G/5G backup or fixed wireless connection can keep your business operational. The cost is minimal compared to downtime losses.
Phase 2: Network Infrastructure
Once your circuits are ordered, focus on planning your internal network infrastructure. This includes routers, firewalls, switches, wireless access points, and cabling.
Essential Network Components
Firewall/Router
Your first line of defense. Choose a business-grade firewall with:
- - Unified threat management (UTM)
- - VPN capabilities
- - Content filtering
- - Intrusion detection/prevention
Network Switches
Connect your wired devices. Consider:
- - Managed vs unmanaged (managed preferred)
- - PoE (Power over Ethernet) for phones/APs
- - Gigabit or 10-Gigabit ports
- - VLAN support for network segmentation
Wireless Access Points
Provide reliable WiFi coverage:
- - WiFi 6 (802.11ax) recommended
- - Centrally managed (cloud or controller)
- - Separate guest network
- - Proper placement for coverage
Structured Cabling
The foundation of your network:
- - Cat6 or Cat6a minimum
- - Professional installation recommended
- - Plan for 20% more drops than needed
- - Label everything clearly
Phase 3: Workstations & Endpoints
Employee workstations are where productivity happens. Choose the right hardware for your team's needs and budget.
Workstation Considerations
Desktop vs Laptop
Desktops
- + More power per dollar
- + Easier to upgrade
- + Better for stationary workers
- - No mobility
Laptops
- + Mobility and flexibility
- + Work from anywhere
- + Built-in battery backup
- - Higher cost, harder to repair
Minimum Specifications (2025)
- -Processor: Intel Core i5/AMD Ryzen 5 (12th gen or newer)
- -RAM: 16GB minimum (32GB for power users)
- -Storage: 256GB SSD minimum (512GB recommended)
- -Display: 1080p minimum, 24"+ for productivity
Other Endpoints
- -Printers/Copiers: Network-enabled, secure print capabilities
- -VoIP Phones: If not using softphones/mobile
- -Conference Room Equipment: Video conferencing, displays
- -IoT Devices: Security cameras, smart locks, sensors
Phase 4: Cloud Services & Software
Modern businesses rely heavily on cloud services. Choose platforms that scale with your growth and integrate well together.
Essential Cloud Services
Productivity Suite
Email, documents, spreadsheets, and collaboration tools.
- - Microsoft 365 Business (most common for businesses)
- - Google Workspace (strong collaboration features)
- - Include cloud storage and email hosting
Communication & Collaboration
- - Video conferencing (Teams, Zoom, Google Meet)
- - Team chat (Slack, Teams)
- - Project management (Asana, Monday, Trello)
Line of Business Applications
- - CRM (Salesforce, HubSpot, etc.)
- - Accounting (QuickBooks, Xero)
- - Industry-specific software
- - HR/Payroll systems
Phase 5: Security Fundamentals
Security should be built into your infrastructure from day one, not bolted on later. These fundamentals apply to businesses of all sizes.
Security Essentials Checklist
Endpoint Protection
- -Business-grade antivirus/EDR on all devices
- -Centralized management and monitoring
- -Automatic updates enabled
Identity & Access
- -Multi-factor authentication (MFA) on all accounts
- -Strong password policies
- -Single sign-on (SSO) where possible
- -Principle of least privilege
Email Security
- -Advanced spam/phishing filtering
- -DMARC, DKIM, SPF records configured
- -Security awareness training for employees
Phase 6: Backup & Disaster Recovery
Data loss can be catastrophic. Implement a robust backup strategy following the 3-2-1 rule.
The 3-2-1 Backup Rule
- 3copies of your data (original + 2 backups)
- 2different storage media types
- 1copy stored offsite (cloud or physical)
What to Back Up
- -Business documents and files
- -Email (if self-hosted)
- -Databases and application data
- -System configurations and images
- -Cloud service data (Microsoft 365, etc.)
Industry-Specific Considerations
Different industries have unique IT requirements, often driven by regulatory compliance. Here are key considerations for common business types:
Healthcare (HIPAA)
- - Encrypted data at rest and in transit
- - Access controls and audit logging
- - Business Associate Agreements (BAAs) with vendors
- - Secure messaging and patient communication
- - Regular risk assessments
Retail (PCI-DSS)
- - Payment card data protection
- - Network segmentation for POS systems
- - Point-to-point encryption (P2PE)
- - Regular vulnerability scans
- - Secure Wi-Fi for customer and business use
Manufacturing
- - OT/IT network separation
- - Industrial control system (ICS) security
- - Ruggedized equipment for shop floor
- - High-availability requirements
- - ERP system integration
Financial Services (SOC 2, various)
- - Data encryption and access controls
- - Comprehensive audit trails
- - Regular penetration testing
- - Incident response procedures
- - Vendor risk management
Common Mistakes to Avoid
Waiting too long to order circuits
The number one mistake. Order internet service the day you sign your lease, not when you move in.
Using consumer-grade equipment
Home routers and consumer antivirus are not designed for business use. They lack security features, management capabilities, and reliability.
Skipping MFA
Multi-factor authentication prevents the vast majority of account compromises. Enable it on every account that supports it.
No backup or untested backups
A backup you have never tested is not a backup. Regularly verify that you can restore from backups.
Under-investing in network infrastructure
Poor cabling, weak WiFi, and underpowered switches will cause ongoing frustration and productivity loss.
When to Get Professional Help
While this guide provides a solid foundation, every business has unique requirements. Consider engaging IT professionals when:
- -You are in a regulated industry (healthcare, finance, government)
- -You have complex requirements (multiple locations, hybrid cloud)
- -You do not have in-house IT expertise
- -You want to avoid costly mistakes and delays
- -You need ongoing support and maintenance
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