When Should a Creative Agency Outsource IT?
HELPING CREATIVE TEAMS MAKE SMARTER IT DECISIONS
We often see agencies start with a patchwork of freelancers, internal staff, and ad-hoc services. But as you layer in Adobe Creative Cloud, and complex cloud storage, that "DIY" setup begins to strain. Eventually, the tools meant to power your creativity start to slow your production down.
So the question isn’t if agencies should outsource IT, it’s when it makes sense.
What “Outsourced IT” Actually Looks Like
Outsourcing isn't an all-or-nothing commitment. For agencies, it usually falls into one of three lanes:
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Fully Managed IT: We become your off-site IT department. We handle everything from hardware procurement and security to supporting your team’s daily Adobe and Mac quirks.
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Co-Managed IT: Your internal IT lead keeps their "boots on the ground" for daily tasks, while we provide the high-level strategy, infrastructure muscle, and backup they need.
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Proactive vs. Reactive Support: This is the most critical shift. It’s moving away from "fixing things when they break" toward a model of constant monitoring and prevention. We find the failing drive or the security loophole before it hits a deadline.
5 Signs Your Agency Has Outgrown "DIY" IT
1. Your team wastes time on tech issues:
Your senior designers or directors are spending hours every week troubleshooting tech instead of billing clients. When your highest earners are acting as part-time tech support, you aren’t just losing time, you’re losing high-value creative output.
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Staff doubling as “accidental IT” for their colleagues.
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Network issues causing dropped calls and slow uploads.
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Time wasted on "workarounds" rather than actual work.
3. Chaotic Onboarding & Scaling
New hires should be productive from day one. If onboarding feels like a scramble to find a spare Mac and guess at folder permissions, your growth is being throttled by your setup.
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Device setups are inconsistent across the team.
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Supporting remote staff becomes a complex manual task.
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Lack of a centralised "source of truth" for hardware and software assets.
2. High-Stakes Workflow Friction
In a deadline-driven environment, slow or temperamental tech can lead to missed milestones and frustrated teams. If your tools aren't talking to each other, your production speed hits a ceiling.
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Slow file access or persistent file-sharing problems.
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Adobe Creative Cloud licensing or software version conflicts.
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Font management issues and broken links in collaborative projects.​
4. The Risk of "Reactive" Fixes
Relying on a "break-fix" model means you are often a hardware failure or security breach away from a disaster. Without proactive oversight, your agency's reputation is on the line.
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Security management and OS updates becoming neglected.
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Backup and recovery processes are unverified or non-existent.
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Client expectations for data security and compliance are no longer being met.
The Growth Roadmap: When Do Agencies Usually Make the Leap?
While every agency is different, we typically see the need for professional IT hit at specific milestones:
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10–20 Staff: This is the "Breaking Point." The informal systems that worked for five people start to fail. Support becomes a full-time distraction.
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25–50 Staff: This is the "Standardization Phase." You need consistent security, remote management for hybrid teams, and a predictable IT budget.
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The "Post-Incident" Phase: Unfortunately, many agencies wait for a major server crash or a security scare to realize that "hope" is not a business continuity plan
Outsourced vs. In-House: A Quick Comparison
Best for
Very large agencies
Outsourced
Growing agencies
Challenges
Expensive, limited coverage
Needs the right partner
Co-managed
Agencies with IT manager
Requires collaboration
In-house only
Option
Benefits of Outsourcing IT for Creative Agencies
Outsourced IT can transform the way your team works. Key benefits include:
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Faster support: issues resolved quickly before they impact deadlines
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Mac expertise: support for Mac-heavy environments and creative software
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Better security: proactive monitoring, backups, and compliance measures
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Predictable costs: no surprises from unplanned IT work
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Less downtime: proactive problem-solving keeps systems running smoothly
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Staff productivity: your team can focus on creative work, not IT headaches
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For agencies, this also means workflows around large files, Adobe projects, and cloud collaboration run more efficiently.
What to Look for in an IT Partner
Choosing the right IT provider is just as important as deciding to outsource. Look for partners who have:
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Experience with Macs and creative software
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Understanding of the creative sector
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Knowledge of Google Workspace and cloud tools
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Fast response times and clear communication
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A proactive approach to maintenance and security
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A culture and approach that aligns with your team
The right partner helps you stay ahead of issues rather than constantly reacting to them.
Let's Have a Chat!
Not sure if it’s the right time to outsource IT? We can help you assess your current setup, identify pressure points, and suggest solutions tailored to your agency’s size and workflow.
Frequently Asked Questions
How much does outsourced IT cost for an agency?
Costs vary significantly depending on the size of your team, how complex your setup is, and whether you need fully managed or co-managed support. Most creative agencies pay a predictable monthly fee per user or device, which covers support, monitoring, security, and maintenance. This is usually more cost-effective than reacting to issues ad-hoc or hiring multiple in-house specialists, and it should make budgeting far easier.
Can you support Macs and PCs together?
Yes. We've found that most creative agencies run a mix of Macs and PCs. That means you need an IT partner that can manage both environments, including services such as device management, file storage, collaboration tools, and security. The goal is to make the technology work together so your team can focus on creative work rather than compatibility issues.
Is outsourced IT better than hiring in-house?
It depends on your size and needs. Smaller and growing agencies often benefit from fully outsourcing IT because they gain access to a wider range of expertise, without the cost of building a full internal team. For larger agencies, often a combination of an internal IT manager with an outsourced partner to provide extra capacity and strategic input can work really well.
What size agency should start outsourcing their IT?
This completely depends on your needs. But agencies often start considering outsourced IT around 10–20 staff, when having the right systems becomes more critical and issues start affecting productivity. By 25–50 staff, structured support and proactive management usually become essential.