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Here’s your 2026 Technology Planning Checklist. Skim through it and note the ideas you'd like to follow up in your planning.
Many business owners start the new year by setting goals, budgeting, and deciding where to focus energy.
Technology planning often gets left until last, but it’s one area where a few smart decisions now can save money, reduce headaches, ensure staff can work effectively with decent tools, and keep your business safe in 2026.
Unlike “global tech trend” lists, this guide focuses on the practical things that will affect productivity, risk, security, and cost over the next 12–18 months.
1. Cybersecurity
Threats are evolving fast — are you keeping up?
Cybersecurity remains the single biggest area where SMEs face risk. In 2026, trends are already clear:
Identity theft and impersonation attacks are increasing sharply.
AI-generated scams are now near-perfect.
Criminals increasingly target your staff, not your systems.
For your 2026 plan, consider:
✔ Do we have MFA everywhere it’s available?
✔ Do staff get regular awareness training?
✔ Do we have a password manager?
✔Are all passwords different? (hint - never use the same password for multiple people)
✔Are we using modern security tools? (EDR/endpoint monitoring or MDR/managed detection and response - ask GTB if in doubt)
✔ Do we have a plan if someone gets hacked — who does what, and how fast?
✔ Are our cyber insurance requirements still being met?
If you’re unsure about any of these, 2026 is the year to tighten things up. Talk with GTB about our latest cybersecurity stack - things we can recommend for your situation.
Three closely related resources:
2. AI Tools & Automation
Plan before your team goes wild with it
AI tools are no longer experimental. Many SMEs already use them for writing, Excel analysis, email sorting, documentation, and even basic customer support. By 2026:
AI-driven automations will help streamline administrative tasks.
More staff will have paid AI tools, increasing the need for visibility and safe use.
Questions for 2026 planning
✔ Are our staff using AI safely? Do they understand what NOT to upload?
✔ Should we start using ChatGPT, Microsoft Copilot or another AI tool (and if so, who should get it first)?
✔ What business processes could be sped up with simple automation?
✔ Are we budgeting for AI tools some staff may need?
✔ Do we need to review how we store and organise documents, and user access, before AI searches everything?
✔ Do we have a company policy that the team know and follow?
Good AI use requires good data hygiene — worth considering now to avoid mess later. Talk with GTB for a more detailed guide to implementing AI in your business.
3. Financial Planning
The “small, smart investments” approach
The NZ economy is showing signs of life again, and business confidence is gradually returning. But many SMEs are still cautious, and that’s wise.
Rather than large, disruptive projects, most businesses benefit from small, steady improvements that keep technology modern and predictable.
For your 2026 budget
✔ Plan modest annual replacements (e.g., 20–25% of ageing laptops).
✔ Check whether your old switches, routers, or Wi-Fi gear need refreshing.
✔ Review software subscriptions — are you paying for unused licences?
✔ If you still have on-prem servers, is now the year to plan their future?
Smoothing these into your yearly budget prevents surprise spending. GTB is sending out hardware Lifecycle Replacement recommendations for our SureIT clients.
4. Microsoft 365
Consolidate, standardise, simplify
Most GTB clients are now on Microsoft 365 Business, but some still run older licences or a mix of platforms. In 2026:
Teams and SharePoint will keep improving remote working and document access.
Mixed licensing or patchy adoption will increasingly cause confusion and cost.
Planning questions
✔ Are all staff or contractors on the right licence level to get the tools they need, and with their own secure login?
✔ Are we using Teams and SharePoint properly (or could we be working smarter)?
✔ Is our data stored consistently, so AI tools (and staff!) can find things?
✔ Should we consolidate email, files, and collaboration into one platform?
The aim: fewer logins, less confusion, and better security.
5. Work-From-Home & BYOD
Time to formalise policies
Many SMEs now have permanent remote or hybrid staff, and the informal solutions used during COVID are still hanging around. Time to remove those gaps and risks.
In 2026, expect:
More contractors working remotely.
More staff using personal devices.
Higher risk if those devices aren’t monitored.
Checklist
✔ Do we have a clear BYOD policy?
✔ Do home workers use secure devices managed by GTB?
✔ If they use personal devices, have you required them to conform to your security standards?
✔ Are you comfortable with the risk of unmanaged devices?
A little structure here prevents big headaches. GTB advice - https://gtb.co.nz/resources/byod-security-keep-your-nz-business-safe
6. Internet, Wi-Fi & Networking
Quiet problems can affect productivity
We often see businesses tolerating slow or patchy Wi-Fi, old routers or switches, or cluttered network setups. These issues:
Risk a disruptive outage right across your site
Risk a cyber hack
Waste staff time
Interrupt work
Cause Teams/Zoom call problems
Slow file access
You might include in your 2026 plan:
✔ Replace or tidy ageing network gear, especially routers and key switches which take the whole site down if they fail.
✔ Improve Wi-Fi coverage in busy or difficult areas.
✔ Upgrade internet if usage has changed (e.g., more video meetings).
✔ Consider a review if performance has declined over time or you are concerned.
This is the “plumbing” of your IT — when it works well, everything else can work well too.
7. Equipment Lifecycles
Avoid last-minute replacements
Most IT hardware and software replacements are predictable years in advance, so ensure you are not surprised by urgent requirements. GTB maintains Equipment Replacement Schedules for SureIT clients to help you with advance planning.
In your planning
✔ Review older hardware and plan for replacement.
✔ Check the support lifecycle of your key applications.
✔ If you rely on old industry software, is 2026 the year to plan a shift?
Small forward steps now prevent costly issues later.
It's good to make gear last, but there comes a point where slow computers and systems are frustrating your team and hobbling productivity - if you are using a 5 year old PC (or older) you will be amazed at how much faster a new one is!
8. Data Security & Compliance
Prepare before enabling AI search
As AI tools become more integrated into Microsoft 365 and online platforms, everything in your documents becomes searchable — the good, the bad, and the embarrassing.
Before enabling these tools widely, check:
✔ Are sensitive documents stored safely?
✔ Are access permissions tidy with people only able to access what they need (not defaulting to “can be seen by everyone in the company”)?
✔ Are shared folders structured sensibly?
✔ Do we need to review who has access to what?
Essential for an integrated AI adoption, that is also sensible risk management.
9. Business Continuity & Backups
Check the foundations
Most GTB clients with critical data on servers will likely have a robust and tested backup and disaster recovery system in place, but this is a good time for reviewing whether other important data is adequately backed up:
In your planning
✔Do we have critical data not already a part of a tested backup regime?
✔Do we back up Microsoft 365 (email + SharePoint + OneDrive)? GTB can provide this.
✔Have we ever tested recovery?
✔Are cloud app backups running properly?
✔If our building had a disaster, how fast could we operate again?
These are small conversations with big value.
Check this too - The importance of backing up your Microsoft 365 data
Wrapping Up: A simple approach to a better 2026
2026 doesn’t require big, flashy technology projects.
Instead, most SMEs will benefit from simple, steady improvements that make the business more productive, more secure, and easier to run.
If you’d like help reviewing your 2026 plan — or want a quick chat about priorities — GTB is here to help.
