Module 2: Fix Your Foundation First
AI for Contractors Course | ITech Plus | By Ric Acevedo
Before you add AI to your business, your basic technology needs to be working right. You would not install a high-end finish on a house with a cracked foundation. Same idea here.
This is not a technology tutorial. It is a checklist. Go through each item and check if it is in place. If it is not, either fix it yourself or have your IT person (or us) handle it.
The 8-Point IT Foundation Checklist
Ask yourself (or your IT person) these 8 questions:
1. Do you have professional business email?
Not Gmail. Not Yahoo. Not AOL. A real business email like you@yourcompany.com.
If no: You need Microsoft 365. It starts at $6/user/month.
2. Is multi-factor authentication (MFA) turned on?
MFA means you get a code on your phone when you log in. It stops 99% of email hacks. Every account should have it.
How to check: Log into your email. Go to account settings. Look for “Security” or “Two-factor authentication.” If you do not see it turned on, it is not on.
3. Are your files backed up to the cloud automatically?
If your computer died right now, would you lose your bids, contracts, and job files?
If you are relying on a USB drive or external hard drive, that is not a real backup. Your files should sync to the cloud (OneDrive, Google Drive, or Dropbox) automatically.
4. Does everyone on your team have their own login?
Sharing one email account or one password across your whole team is a security risk. When someone leaves, they still have the password.
Every person who touches your business systems should have their own account.
5. Is your email protected from phishing?
Phishing emails are fake emails that look real. They trick you into clicking a link or sending money to the wrong account. Construction companies are the #1 target for wire fraud.
If you are not sure whether you have email filtering, you probably do not.
6. Do you have security software on every device?
Every computer and phone that connects to your business email or files should have protection installed.
The built-in Windows Defender is a start, but it is not enough for a business that handles money and contracts.
7. Can you remotely lock a lost or stolen device?
If someone leaves their laptop at a jobsite or their phone gets stolen, can you lock it and wipe the business data?
If the answer is no, anyone who picks up that device has access to your email, files, and accounts.
8. Is your WiFi secured with a business-grade router?
If you are running your office on a $50 router from the store, your network is wide open.
Your business WiFi and guest WiFi should be on separate networks. A business router handles this automatically.
How Did You Score?
6 or more checked? Your foundation is solid. Move to Module 3 and start using AI.
Fewer than 6? Fix these first. AI on top of broken tech is just faster chaos.
Download the Full IT Checklist (PDF)
You Just Learned How. Want Us to Build It?
Most contractors who finish this module know exactly what they want – they just do not want to spend their weekend setting it up. That is what we do.
Book a free 30-minute call. No pitch – we will look at your specific situation, tell you what would have the biggest impact, and quote you a price. If it makes sense, great. If not, you walked away with a free expert opinion.