The in-house IT vs outsourcing decision is one of the most important choices small to mid-sized businesses make when it comes to keeping their systems running smoothly. How you manage IT helpdesk support can directly affect both costs and your team’s ability to reach their goals.
An in-house IT team offers familiarity and control, while outsourcing gives you cost efficiency and access to expertise. Each approach has clear advantages. The approach you take depends on your company’s long-term priorities.
This guide explores both models in detail: where each fits best, what challenges to consider, and how to decide which approach supports your business goals.
What You Get with In-House IT Helpdesk Support
Keeping IT in-house offers familiarity and control, but it also comes with specific costs and limits that smaller businesses need to weigh carefully.
An in-house IT helpdesk means employing staff directly to handle your technological needs. Typical roles range from entry-level IT support officers to system administrators, often advertised under inhouse IT support jobs.
The benefits are straightforward:
But the drawbacks weigh heavily on SMBs:
- Control and Customisation: Your team knows your systems and culture intimately.
- Immediate Availability: Issues can be addressed on the spot.
- Tailored Solutions: Processes align closely with business operations.
- High Fixed Costs: Salaries, benefits, and training quickly add up.
- Recruitment Challenges: Attracting skilled IT staff is competitive and time-consuming.
- Limited Scalability: A small in-house team may struggle with complex projects or sudden spikes in demand.
The 5-Minute Microsoft 365 Copilot Readiness Assessment
Use the checklist below to see if your business is ready to roll out Microsoft Copilot. It’s quick to work through, and it could save you time, money, and hassle down the line.
1. Are you on the Right Microsoft 365 license?
- Business and Enterprise
- Microsoft 365 Copilot Chat
- Education faculty and higher education students
Older or basic plans don’t support it.
What to do:
- Confirm which Microsoft 365 plan your business is currently using
- Check if you have the required Copilot add-on licence (for E3/E5 plans)
- Review your Microsoft 365 bill or ask your IT provider for clarity
2. Are your files stored in OneDrive or SharePoint?
Copilot draws its value from your existing content. If your team still stores documents on desktops, local servers or USBs, Copilot won’t have much to work with.
What to do:
- Identify where key business documents are currently stored
- Migrate working files to OneDrive for Business or SharePoint Online
- Set up standard folders to avoid duplication and confusion
3. Are permissions and security settings properly managed?
Copilot will show users information they have access to. If your file permissions are too loose, sensitive material could be exposed. If they’re too tight, Copilot won’t be useful.
What to do:
- Review who has access to shared drives and folders
- Remove outdated users from Microsoft 365 groups
- Apply security roles based on job function
- Double-check external sharing settings across SharePoint and OneDrive
4. Is your team confident using Microsoft 365 day-to-day?
Copilot doesn’t replace the need to understand the tools you already use. If your staff aren’t confident in Word, Excel or Teams, they’ll likely ignore or misuse Copilot.
What to do:
- Check whether staff know how to use core Microsoft 365 apps
- Run a short training session or video walkthrough if needed
- Provide practical examples of how Copilot could save them time
5. Do you have a partner to support the rollout?
Turning on Copilot is just one part of the job. Managing licences, protecting data, configuring security settings, and supporting staff takes time and planning.
What to do:
- Nominate someone to oversee your Copilot rollout
- Get advice on licence options, costs and compatibility
- Line up support for setting access rules and handling any issues
- Consider consulting an MSP to get your environment Copilot-ready
Tally your answers
- 4–5 boxes ticked: You're likely ready or close to it
- 2–3 boxes ticked: You’ll benefit from some cleanup or support before going live
- 0–1 boxes ticked: Get the foundations right first. Then Copilot will be worth the investment
Not Ready Yet? Start With the Basics
If Copilot still feels a few steps away, that’s fine. It’s better to build on solid ground than rush into tools your business can’t use properly.
Here’s where we recommend starting:
- Move files to SharePoint or OneDrive so they’re accessible, secure, and backed up
- Review file permissions and user access—especially for shared folders
- Book a quick environment review to identify potential issues early
- Begin offering light training on Microsoft 365 apps your team uses every day
These steps will help with Copilot and improve how your team works day to day.
Get Expert Guidance and Implement Copilot With Confidence
Copilot has potential. But like any new tool, it only works well when the groundwork is in place.
Making sure your business has the right setup to get real value will ensure you avoid ongoing problems during the rollout, or worse, months down the track.
If you’re not sure where to start—or just want to get it right the first time—Deployus can support you at any stage.
We work with small to mid-sized businesses every day. Whether you have 5 staff or 50, our team can help you roll out Microsoft Copilot in a way that’s secure, practical, and suited to your business.
Here’s what we offer:
- Help selecting and provisioning the correct Microsoft 365 licences
- Review and tidy up of your Microsoft 365 environment
- Secure configuration of SharePoint, OneDrive, and Teams
- Advice on who should get Copilot access first (and who shouldn’t)
- Brief training for staff on using Copilot productively
- Ongoing support via phone, chat, or scheduled onsite visits
Reach out for a consultation, and get the answers you need, without a sales pitch.
FAQ
What is a Copilot readiness assessment?
A Copilot readiness assessment is a quick, structured check of your Microsoft 365 setup, licences, data security, and staff capability to ensure Copilot will work effectively.
How does Microsoft Copilot improve business productivity?
Microsoft Copilot improves business productivity by helping staff work faster through assisting with emails, documents, meetings, and data—directly inside Microsoft 365 apps they already use.
Who should be involved in the readiness assessment?
Business owners, managers, or anyone overseeing IT, systems, or staff workflows should be involved in the readiness assessment, especially if you don’t have in-house IT support.
How long does the assessment take?
The assessment takes just 5–10 minutes. It’s designed to be fast, clear, and practical, even if you’re not technical.
What are the next steps after the assessment?
After the assessment, the next steps should be to tidy up any gaps, get the right licences in place, and book a quick consult with Deployus for tailored support and next-step guidance.