If you own or manage a small to midsize business in Texas, you know it’s time to start planning for IT audits and upgrades in the new year. Between Microsoft ending support for Windows 10, new AI policies, and growing cloud-security demands, there’s a lot to keep up with. Our 2026 IT planning guide will help you stay ahead of crucial technology updates and compliance changes.
Let’s break down what should be on your radar and how to future-proof your business with help from our Varay Managed IT experts. Now’s the time to prepare your systems, team, and budget for the year ahead.
Why 2026 is a Make-or-Break Year for Tech Upgrades
The End of Windows 10 Support
Microsoft officially ended support for Windows 10 on October 14, 2025. That means no more security patches or updates, leaving your business vulnerable if you don’t upgrade. If your devices are still running Windows 10, now is the time to plan your move to Windows 11. Hardware requirements are stricter, so factor in workstation replacements or memory upgrades.
Pro Tip: Start with an inventory audit. Varay’s Managed IT team can assess which systems qualify for upgrades and which need replacing before downtime and risk become real problems.
The Rise of AI
AI is no longer experimental. It’s essential to business function. From customer-support chatbots to predictive analytics, small businesses are finding ways to work smarter with automation. But that also means setting clear usage boundaries.
If employees connect AI tools directly to OneDrive or SharePoint, they could raise data-exposure risks. If you don’t already have an AI policy, 2026 is the year to create one that defines:
- Approved tools and integrations
- What data can (and cannot) be shared
- Who monitors usage and compliance
Varay’s IT consulting services can help you design secure, AI-ready workflows.
The Increased Need for Cloud Security
As more operations move to the cloud, protecting business data has never been more important. Whether you use Microsoft 365, Google Workspace, or another SaaS platform, every file and message is a potential target for phishing and ransomware attacks.
To stay ahead, SMBs need to:
- Enable multi-factor authentication (MFA)
- Use data-loss prevention (DLP) tools
- Conduct regular security awareness training
- Monitor data egress and external sharing
Ready to future-proof your business?
Book a free 2026 IT planning consultation with Varay.
Let’s assess your systems and create a customized roadmap.
Your Tech Stack Checklist: Time to Upgrade or Replace
Windows 11 Migration
Upgrading to Windows 11 offers stronger built-in security and productivity tools, but many SMBs underestimate the planning required for a successful migration. Budget time and resources to audit licenses, update drivers, and test compatibility with your business software.
A managed IT provider like Varay can handle the rollout in phases to minimize disruption, especially for our neighboring businesses in El Paso, Midland/Odessa, and San Antonio.
On-Premise Servers vs. the Cloud
If you’re still maintaining on-prem servers, check their age and warranty. Most hardware has a 3 to 5 year refresh window. If you’re due for replacement, this may be the perfect time to migrate to a hybrid or full cloud environment.
Varay’s cloud solutions help Texas businesses migrate securely while ensuring compliance and uptime.
Equipment Refresh
Slow computers slow business. Set aside part of your 2026 IT budget for new laptops, network gear, and firewalls. Look for Windows 11-ready machines with TPM 2.0 and SSDs to meet modern performance and security standards.
Incorporating AI Without Losing Control of Your Data
Identify Where AI Fits in Your Workflow
AI can boost efficiency across departments, automating emails, generating reports, and streamlining help-desk requests. The goal isn’t to replace employees but to empower them with smarter tools. Identify where AI can actually make a difference in streamlining your organization’s workflow, rather than implementing solutions without a plan.
Protecting Company Data in AI Systems
Generative AI tools learn from the data they process, which can unintentionally expose sensitive information. When AI connects to OneDrive or SharePoint, use strict governance policies defining:
- What folders are accessible
- Who manages permissions
- How AI outputs are reviewed before use
Creating Company AI Policies
Your 2026 IT plan should include an AI risk management framework covering employee training, tool vetting, and data privacy rules. As AI regulations evolve, especially in industries such as healthcare, energy, and finance, compliance will depend on effective enforcement.
The New Frontier of Cloud Protection & Cybersecurity
Why Cloud Security Needs a Modern Approach
Traditional antivirus software can’t protect cloud environments. Businesses now face identity-based attacks, credential phishing, and man-in-the-middle exploits that can bypass MFA.
Using Extended Detection & Response (XDR) solutions allows your team or your managed IT partner to analyze security data across devices, email, and apps in real time.
Managing SaaS Risk & Data Governance
If employees use multiple SaaS tools, connect them through a centralized identity system like Azure AD. Track data-sharing, access logs, and third-party integrations that might expose your files.
Compliance in 2026: Staying Ahead of Regulations
Texas businesses in regulated sectors (healthcare, finance, legal, and education) will face evolving cloud and AI compliance standards. Expect tighter rules around data handling, storage location, and AI transparency. Small businesses should also familiarize themselves with recommended cybersecurity guidelines, even if they don’t think they’re at risk.
Partnering with a managed IT provider like Varay Managed IT ensures your systems remain compliant as laws evolve, so you can focus on growth rather than red tape.
Training & Process: The Human Side of Planning
Cybersecurity Awareness Training
Technology is only as strong as its users. Make cybersecurity training part of your 2026 calendar. Include:
- Phishing simulations
- Safe AI use
- Password tips
- Cloud-sharing best practices
Varay includes employee security training in all cybersecurity packages to ensure your team is prepared.
Employee AI Training
Before adopting AI, train staff on responsible usage. Establish review workflows for AI outputs and data sources.
Process Documentation
Every system change, including new servers, policies, or apps, should be documented. Good documentation speeds troubleshooting and onboarding while protecting institutional knowledge.
The 2026 IT Planning Timeline
Quarter 1: Assessment & Inventory
Audit hardware, software, and security posture. Identify what’s nearing end-of-life.
Quarter 2: Upgrades & Migration
Implement Windows 11, refresh hardware, upgrade networks, and schedule annual employee training
Quarter 3: AI & Cloud Optimization
Pilot approved AI tools, finalize data governance, and expand cloud integration.
Quarter 4: Compliance & Training
Update compliance checklists and finalize policies.
Why Varay is the Managed IT Partner Texas SMBs Need
When it comes to IT planning, local expertise matters. Varay Managed IT has served SMBs across San Antonio, El Paso, Midland, and Odessa for over two decades, helping Texas businesses stay secure, efficient, and future-ready.
We’ll help you:
- Seamlessly migrate to Windows 11
- Implement AI tools safely and strategically
- Strengthen cloud security and compliance
- Build a custom 2026 IT roadmap that fits your growth
Don’t wait until your systems are outdated or vulnerable.
Schedule your free 2026 IT planning consultation today.
