Are you constantly running into IT issues that slow your team down? Maybe your systems crash at the worst possible time, your internet connection keeps dropping, or your staff waste hours waiting for helpdesk tickets to be resolved.
In this article, we’ll unpack the 15 most common IT issues businesses face today, and more importantly, how to fix them before they disrupt your operations.
At Ratcliff IT, we see these challenges every day. With years of experience supporting businesses across London, we'll explain what causes these problems and how to spot the warning signs early.
Why Your IT Issues Keep Coming Back
IT issues often come back because your IT strategy focuses on reacting to problems instead of preventing them. A missed update, an outdated firewall, or a forgotten backup might not seem urgent at first, but over time those small oversights build up until something breaks again.
When you move from firefighting to forward planning, everything changes. A proactive IT approach keeps your systems healthy, your data secure, and your team working without interruption.
The Top 15 Most Common IT Issues and Problems
Below are 15 of the most common IT problems that hold businesses back.
1. Slow Computer or Network Performance
Few things are more frustrating than waiting for a slow system to respond. Computers and networks often slow down because hardware is overloaded, the setup isn’t optimised, or too many background programs are running. Over time, this reduces productivity and costs valuable working hours.
The Solution
Regular maintenance, removing unnecessary files, and upgrading old equipment can make a big difference. Reviewing your network configuration also helps ensure it can handle your team’s daily demands.
2. Password and Access Management Problems
Weak or forgotten passwords are behind some of the most common IT problems. When people have dozens of logins to remember, it’s only natural that they start reusing passwords or storing them in places they shouldn’t.
But these shortcuts make it far easier for hackers to break in and access valuable information. Even going back 11 years ago, Bill Gates predicted that passwords would eventually be phased out, saying they “just don’t meet the challenge for anything you really want to secure.” Today, with modern hacking tools that can crack simple passwords in seconds, that statement feels more relevant than ever.
The Solution
Good password management isn’t complicated, but it does take a plan. A password manager stores every password securely, so your team doesn’t have to remember them all or take risky shortcuts. Pair that with strong password rules - a mix of letters, numbers, and symbols - and multi-step verification, which asks for an extra code or confirmation before access is granted, and you've got a good setup in place.
3. Software Compatibility and Update Issues
When software isn’t updated or properly aligned across systems, it can cause programs to crash, run slowly, or fail to integrate. This happens when updates are skipped or different teams use conflicting tools.
The Solution
Keeping all software up to date, using tools that are designed to work together, and scheduling updates during low-activity hours helps to avoid unnecessary disruption.
4. Unreliable Internet Connectivity and Wi-Fi Issues
A slow internet connection is one of those problems everyone recognises - you’re halfway through an important Zoom meeting or trying to send a large file to a client when the Wi-Fi drops out.
These issues are often caused by signal interference, faulty routers, or outages from your internet service provider. Too many devices sharing the same Wi-Fi network can also cause speed and stability to take a hit.
The Solution
Keeping your business connected starts with regular network testing to identify weak spots before they cause downtime. Upgrading old routers, installing signal boosters, and ensuring your Wi-Fi coverage reaches every area of the office can make a significant difference.
It’s also worth having a backup internet connection (such as a secondary line or mobile hotspot) so if your main provider goes down, your team stays online and your business keeps running smoothly.
5. Data Loss and Backup Failures
Whether it’s project files or financial records, data loss can quickly lead to downtime, lost revenue, and reputational harm.
The NCSC defines the essential data businesses need to back up as “the information that your business couldn’t function without.” Yet research by Beaming shows that only one in four UK businesses consistently follow good backup practices. Around 31% create backups but not often enough, and 17% store them in the same location as their original data, leaving them exposed to incidents such as fire, flood, or cyber attack.
The Solution
The best protection comes from an automated backup system that securely stores copies off-site and is regularly tested. Working with an experienced data recovery consultant ensures those systems do what they’re meant to - that backups run on schedule, data can be recovered quickly, and security standards are met across every device and platform.
6. Cyber Security Threats and Malware Attacks
Cyber attacks are becoming more frequent, more sophisticated, and harder to spot - especially when people are busy or working remotely. A single click on a fake email link or an infected attachment can be enough to give attackers access to your entire network.
Criminals now use advanced tools to imitate trusted companies, fake email addresses, and even mimic internal messages, making it easy for anyone to fall for a convincing scam.
The Solution
The best defence is a proactive one:
-
Keep software and firewalls updated – make sure every device, including laptops and mobiles, has up-to-date protection in place.
-
Enforce clear security policies – use strong password rules, restrict admin access, and apply multi-step authentication.
-
Monitor activity and test systems – run regular security checks to catch issues early and prevent attacks from spreading.
7. Cloud Computing Issues
Cloud technology has completely changed the way businesses work, allowing teams to store, share, and access files from anywhere. But as convenient as it is, the cloud isn’t always problem-free.
For example, if your business relies on cloud storage solutions that don’t integrate properly with your existing operating systems, you'll find yourself running into software compatibility issues.
Cloud problems also occur when systems aren’t configured correctly. Mismanaging permissions, not setting up automatic backups, or not applying security updates can leave data vulnerable or inaccessible.
The Solution
To reduce these risks, it’s important to:
-
Choose a reliable cloud provider with clear service guarantees and proven uptime records.
-
Monitor performance regularly so issues can be spotted before they affect operations.
-
Create backup access options to stay productive during outages.
-
Review support and service agreements, so you know exactly what’s covered and who’s responsible if something goes wrong.
-
Work with a cloud migration consultant to ensure that everything is set up correctly.
8. Email Delivery and Spam Issues
When emails don’t send, never arrive, or end up buried in junk folders, it quickly causes confusion and missed opportunities. It’s a problem most teams have faced: an important proposal doesn’t reach the client, or a supplier says they never received your order confirmation.
These issues often happen because your email domain settings aren’t configured correctly or your email address has been mistakenly flagged as spam.
The Solution
Use trusted spam filters to separate genuine emails from junk, and check your domain settings follow recognised standards like SPF, DKIM, and DMARC - these are security measures that confirm your emails really come from you, helping prevent them from being marked as suspicious.
9. Outdated or Failing Hardware
Slow start-ups, loud fans, constant freezing, or overheating can be early warnings that your hardware is on its way out. The longer you push outdated hardware, the higher the risk of data loss, downtime, or system failure.
The Solution
Schedule hardware checks, keep devices clean and well-ventilated, and plan upgrades proactively rather than reactively. It’s a simple way to save money, protect your data, and prevent the stress of unexpected breakdowns.
10. IT Support Delays or Poor Response Times
Waiting hours - or even days - for IT help when something goes wrong can get frustrating quickly. Slow response times often happen because internal IT support teams are stretched thin or there’s no clear process for reporting and escalating problems.
The Solution
If your in-house team is at capacity or you’re relying on ad hoc help, outsourcing managed IT support can be a smart solution. A good IT support provider should feel like an extension of your business, monitoring systems in the background, responding quickly when issues arise, and communicating clearly every step of the way. Look for a partner that offers:
-
Fast response times backed by clear service level agreements (SLAs).
-
Proactive monitoring, so problems are fixed before they disrupt your team.
-
Transparent communication with no technical jargon.
11. Security Vulnerabilities in Third-Party Tools
Most companies rely on a range of third-party tools every day, from cloud storage and communication platforms to project management software.
The problem is that third-party vulnerabilities are easy to overlook. It’s natural to assume that if a well-known provider offers a tool, it must be secure. But data breaches often happen through these trusted integrations - for example, when an app hasn’t been updated or a supplier’s security standards aren’t as strict as your own.
The Solution
To reduce the risk:
-
Review your third-party suppliers regularly. Check how they handle data, what security standards they follow, and whether they’re compliant with frameworks like Cyber Essentials.
-
Keep all software up to date. Install security patches and updates as soon as they’re released. These often fix security flaws that hackers actively exploit.
-
Limit access permissions. Only give external suppliers the access they truly need. Unnecessary permissions increase exposure if something goes wrong.
-
Create a supplier security policy. Make sure every vendor understands your security expectations before you integrate their systems.
12. Human Error
Most IT problems start with human error. Think about how easily it can happen. Someone clicks on a phishing link because it looks like an email from their manager. Another person downloads a file from an unfamiliar website, not realising it contains malware.
These actions are understandable, but they can cause data loss, system downtime, or security breaches that cost far more time and money to repair.
The Solution
Training needs to be regular, relevant, and interactive. Short monthly sessions or quarterly refreshers work better than long, one-time seminars that are quickly forgotten. Using real examples, such as simulated phishing tests or practical scenarios, helps staff understand what threats actually look like and how to respond confidently.
For example, at Ratcliff IT, we provide the world’s largest library of security awareness training content with interactive modules, videos, games, and newsletters to keep learning engaging and consistent. Alongside this, we use best-in-class simulated phishing attacks to safely test awareness in real time, giving businesses clear reports that show how staff are improving and where extra support may be needed.
13. System Crashes and Software Failures
One moment, everything’s running smoothly; the next, your screen freezes, a program shuts down unexpectedly, or hours of unsaved work vanish in an instant.
System crashes and software failures can happen for several reasons. Often, they’re caused by low memory, outdated or faulty hardware, or overheating. In other cases, devices are simply pushed beyond their limits.
The Solution
Restarting systems frequently clears memory and gives devices a clean slate to perform better. Monitoring tools can also track system health, spotting issues early so you can deal with them before they lead to downtime.
If system failures are becoming routine, it might be time for a professional IT review. An experienced consultant can pinpoint what’s causing the instability and recommend practical fixes.
14. Compliance and Data Privacy Issues
Many data breaches happen through small oversights: a spreadsheet emailed without encryption or old data kept longer than it should be
Breaches of data privacy can lead to fines, investigations, and a loss of client confidence that’s hard to rebuild. The UK GDPR and Data Protection Act set strict expectations around how personal information must be handled, so it's important to set your IT systems up for success from the start.
The Solution
Regular compliance audits help catch these issues before they cause harm. Creating clear data-handling policies ensures everyone in your team knows how to manage information safely.
Security tools play a role too. Encrypted storage, secure file-sharing, and strict access controls all help protect sensitive data.
15. Integration and Scalability Issues
When a business grows, its technology needs to grow too. What worked perfectly for a team of five might start creaking when there are fifty people logging in, sharing files, and using multiple systems every day.
The Solution
The solution is to take a step back and review your entire IT setup. Identify where systems overlap, where data gets stuck, and which tools are holding your team back.
This is where cloud-based solutions really shine. Modern cloud platforms are built for scalability - they expand as you do, keeping everything connected, consistent, and accessible.
Emerging IT Issues to Watch Out For
Let's explore the IT issues you should be aware of this year and going into the future.
AI Developments
In a recent report on the impact of AI developments on cyber threats between now and 2027, the NCSC warned that:
“AI will almost certainly continue to make elements of cyber intrusion operations more effective and efficient, leading to an increase in frequency and intensity of cyber threats.”
They also stated that:
“Keeping pace with frontier AI cyber developments will almost certainly be critical to cyber resilience for the decade to come.”
This means AI needs to be part of your cyber security strategy today. As artificial intelligence becomes more powerful, attackers will use it to automate and scale their attacks. Investing in intelligent, adaptive security tools, and ensuring your team understands how these technologies work, is key to staying ahead.
Rising Costs
Another major issue is rising IT costs. Software licenses, hardware replacements, and subscription-based tools add up quickly. Regular reviews of your technology stack can help identify where money is being wasted and where upgrades will deliver real returns.
Hybrid and Remote Work
Finally, there’s the ongoing reality of hybrid and remote work. While many businesses have adapted since the pandemic, there’s still room for improvement. Reviewing how your remote infrastructure supports collaboration, and ensuring every user has secure, consistent access keeps productivity high no matter where people work.
End Recurring IT Problems With an Award-Winning IT Support Provider
At Ratcliff IT, we don’t wait for things to go wrong. We prevent problems before they impact your team, your clients, or your bottom line.
We’re known for our people-first approach - you’ll always deal with knowledgeable engineers who understand your business and explain things clearly, without jargon. And with our award-winning service, 95% of any issues that do get through are resolved on the first call.
Explore our IT support services today and see how proactive, people-first support can transform the way your business works.
Frequently Asked Questions
We've answered your most frequently asked questions below.
What Are the Most Common IT Risks?
The most common IT risks businesses face include outdated software, slow internet speeds, and security threats that leave systems open to attack. Many issues also stem from software conflicts or compatibility issues, where different tools don’t work well together.
What is an Example of an IT Problem?
A typical example of an IT problem is slow computer performance caused by outdated hardware. Other common examples include network connectivity issues or inconsistent internet connection speed, both of which can interrupt work and slow productivity.
How Can I Identify IT Issues Before They Cause Downtime?
The key to preventing downtime is early detection. Using automated monitoring and having clear recovery processes in place helps spot and fix problems before they disrupt your team.
Incorporating cloud services and data backup solutions also ensures that if something does go wrong, your information can be quickly restored with minimal disruption. A proactive IT partner will continuously monitor your systems, applying updates and identifying potential risks before they turn into full-blown outages.
What’s the Best Way to Secure My Company’s IT Infrastructure?
Protecting your IT infrastructure starts with strong, layered defences. Install anti-malware and antivirus software to block attacks before they reach your systems. Combine this with firewalls, multi-step authentication, and strict access controls to reduce vulnerabilities. Regular staff training is also essential, as employees who know how to spot suspicious emails or downloads are your first line of defence against cyber threats.
At Ratcliff IT, we strengthen these foundations with SentinelOne’s advanced endpoint protection and 24/7 monitoring from our partner, the ConnectWise Security Operations Centre (SOC). Together, they detect, block, and isolate threats in real time, keeping your systems secure, compliant, and running without interruption.
How Often Should I Back Up Company Data?
Company data should be backed up regularly and automatically to avoid loss during technical issues or system failures. Most businesses benefit from daily or continuous backups, depending on how critical their data is.
A strong backup and recovery plan includes testing backups frequently to ensure they work properly and can be restored quickly when needed. Using cloud solutions for data recovery also makes it easier to access information securely from anywhere, helping you mitigate risks and keep your business running smoothly, no matter what happens.
