Outsource Your IT & Fuel Your Propane Business for Success

Imagine the following: It’s a chilly Monday morning when you arrive at the office. You notice all your trucks are still there. You walk in and immediately know something’s wrong. Everyone looks upset and perplexed. Phones are ringing off the hook, drivers are asking questions and all your office staff look like they are about to be sick. You ask, “What is going on?” With a tremble in their voice, someone says, “The computers are down.” 

Where do you even start? You don’t have anyone to call, nor do you really know what to do. You are expected to run this business and handle the IT! Alright, pity party is over and it’s time to get to it. Your brain starts firing and you think, “Good thing I already had one cup of coffee this morning!” You check the internet. It’s up. Then someone shows you that when they try to open a file, they get information about a ransom — now YOU feel sick! 

What a terrible experience. I even started getting a little queasy just thinking about it, because far too many times, I have been called after this has happened. Unfortunately, sometimes it’s just too late. They didn’t have the right technology or processes in place to protect themselves. It can be a devastating occurrence and can be a paralyzing moment, because like most of their colleagues, they have invested most of their days thinking about growth, customer issues and fuel margins. 

Like all industries, propane operations are now defined by technology. Without it, we could not run our businesses efficiently nor could we keep pace with competitors who do. Smart IT solutions are an integral part of your success. But with all this great technology comes great reliance. These days, “the computers are down” means you can’t operate until things get fixed. Or worse, you might be out of business. 

Technology is an increasingly important challenge for propane dealers. Multiple integrated systems are implemented for your staff and even externally for your customers. This ecosystem is complex enough, but now, to be more secure and efficient, you have to layer in cloud computing and arguably the most important thing of all: cybersecurity. 

Most dealers are now using a managed services provider (MSP) to provide an array of products and services, along with a team of experts to enhance business efficiency, control costs and safeguard you from cybersecurity threats. 

You could use an MSP for all your IT needs or to augment your current IT staff. Many propane businesses are discovering that outsourcing IT services can free up valuable time and resources to focus on what they do best: serving their customers and growing their business. So, is MSP right for your company? 

Here are some of the ways an MSP could help: 

1. Improve Security 

The propane industry is not immune to the rising tide of cyber threats. From ransomware attacks to data breaches, your business is vulnerable to cyber risks. The sensitive information you handle — customer names and addresses, payment details, fuel consumption data, etc. — makes it a prime target for hackers. 

Outsourcing your IT needs means you can rely on a team of experts to implement robust security protocols, ensuring your business and customer data are protected. The right MSP will monitor your systems for vulnerabilities and make sure you have the right protections and safeguards. 

With proactive measures in place, you can avoid costly breaches, data loss or downtime that can result from cyberattacks. Plus, they can educate your employees on best practices to prevent human errors that could compromise your systems. 

2. Improve Focus on Your Core Business 

Let’s face it: Running a propane business isn’t easy. How do you grow your gallons and maintain a decent margin? Are your routes efficient? Do you hedge your fuel purchases? If so, how much? Do you have enough tanks? Are you using the right software to keep you efficient and competitive? Not to mention sales, marketing and operational reporting — the list goes on and on. 

When you use an MSP, the resources and time previously allocated to IT support can be redirected to driving your core business objectives. If you or someone on your staff is having to split your focus on what software to use, how to protect yourselves or the daily grind of issues that can arise with your technology versus focusing on running and growing your business, is that the best use of time? Or should your team focus on what they do best, like optimizing operations, growth initiatives and of course dependably and reliably serving your customer base? 

3. Stay Up to Date With New Technologies 

It is extremely unlikely that a single employee (or even a small team) can be subject-matter experts in all the different fields of IT that a propane dealer needs: cybersecurity, backup systems, servers, back-office software, user support, VoIP phones and cloud technologies. Outsourcing to an MSP means that your company has access to a pool of experts. New threats emerge daily, and staying up to date with the latest cybersecurity protocols, best practices and technological innovations is an impossible task for any one person. 

For propane companies, this means having access to cutting-edge solutions that can improve efficiency, streamline business processes and enhance the overall customer experience. 

4. Reduce Costs & Overhead 

One of the most immediate and tangible benefits of outsourcing IT services is the cost savings. For propane companies, having an in-house IT team means covering salaries, benefits and ongoing resources. These expenses can add up quickly. 

Outsourcing IT allows propane companies to convert these fixed costs into a predictable, scalable model. Rather than worrying about hiring, training and retaining a full-time IT team, companies can engage with a third-party provider that offers the expertise and support they need at a fraction of the cost. 

5. Peace of Mind & Being Able to Sleep 

Yes, an MSP will protect your business, allow you to focus and grow, keep operations running and even save you money. But one of the most important values is the ability to let the MSP’s team of experts handle this for you and allow your company to have business continuity in the face of external and internal threats. 

With limited resources, an in-house IT staff may struggle to handle complex issues and maintain ever-evolving system security. Not to mention, if you have a single staff member or even a one-man MSP with all the keys to the kingdom, what happens if they leave you, become disgruntled or — God forbid — they get hit by a bus? What is the potential damage that could have on your business? 

What to Look for When Considering Outsource IT Services 

The days of hiring a single-person IT “company” that knows enough to be dangerous are over. This is truly setting yourself up for failure. It’s no longer just about the day-to-day small computer issues that can come up and when or if that person might be able to help. Now to protect you and your business from the many complexities and continuous threats, you need a team of professionals that know your industry and stay up to date on the many risks that could bring your business to a screeching halt. 

Choosing the right MSP for your propane company is a big decision that can have long-term effects on your business’s efficiency, security and growth potential. By considering factors such as industry experience, service offerings, scalability, security expertise and customer support, you can find an IT partner that will help streamline your operations and keep you ahead of the competition. 

Here are some things to look for when choosing the right partner for you: 

1. They Offer a Flexible & Scalable Service Model 

An effective MSP will offer a wide range of IT support services and products that will be able to fit your business needs and scale with your company as you grow. They should customize your plan to ensure you are covered and secure. Make sure you choose a plan that allows you and your staff to be able to call them whenever you need them and that it isn’t just a per hour break/fix plan, because that often means you will not be a priority in most situations, and they will not take a proactive approach to your business. 

2. They Are a True Partner With Deep Industry Experience 

A good MSP should really care about your business and will seek to understand the nuances of how you do things. They should understand your industry and the software, tools, compliances and operations for the verticals you are in. They should become a part of your strategic planning and not only worry about the day-to-day issues that arise. To be a valuable partner, they must know how to plan and add value based on your company’s needs and have a vested interest in your success. 

3. They Are Willing to Have the Tough Conversations 

Nothing is more important than your business continuity. Is your MSP simply going to follow your suggestions or are they willing to provide you the information that will help protect you from yourself? After all, they should be the experts you hired to keep your operations up and running so you can provide a reliable service to your customers. This sometimes means you might have to be willing to bend a little to make sure you are best protected. Yes, it’s OK if your team has to remember a more complex password or passphrase! 

4. They Know What They Are Doing 

This shouldn’t have to be said, but if you only knew how many times we have taken over IT for a company after they had an internal staff member handling it (or even an MSP that should have known better) to find out they were completely vulnerable and unprotected. It would blow your mind! I get it: You don’t know what you don’t know, and this can be complex and honestly a tough situation to navigate. Don’t let cost be your only determining factor. It’s completely OK to ask for references and to even ask tough questions about scenarios and their approach to how they intend to keep you operational and secure. Are they going to be a partner, or just a vendor? 

5. Clear & Transparent Pricing 

Cost is always a consideration when selecting an MSP. Look for clear, transparent pricing with no hidden fees. Be sure to discuss: 

• Pricing structure: Make sure the MSP offers a fixed price that is clearly defined with no “gotchas.” 
• Detailed quotes: Ensure you understand exactly what services are included in the price. 
• Long-term value: While initial costs are important, consider the long-term value of the MSP’s services in improving efficiency, reducing downtime and ensuring security. 

Transparent pricing will help you avoid budget surprises and ensure you’re getting the best return on investment for your IT services. 

With the right MSP, you’ll not only free up time to focus on your core business activities but also gain access to cutting-edge technologies and expertise that will propel your company into the future. So, take your time, do your research and make a decision that will help fuel your business for years to come. 

A Smarter Way to Do Business 

The propane industry has a defendable addiction to trucks, tanks, fuel margins and safety, but technology resources are often near the bottom of the priority list. But doing so can put your business and livelihood at risk. 

With the right IT partner and delegating technology management to experts, propane companies can access the expertise needed to run a more efficient, secure, profitable and future-proof business. This allows you and your team to focus on what you do best: providing exceptional, dependable service to your customers.