Your website is far more than just a digital business card – it’s the centerpiece of your online presence and often the first point of contact with potential customers. For small and medium-sized businesses, a well-maintained website can mean the difference between growth and stagnation.
The harsh reality of neglected websites:
- 61% of hacked WordPress websites were running outdated software
- Just 3 seconds loading time can drive 53% of visitors to the competition
- Google punishes outdated, slow websites with lower rankings
- A single website outage can cost e-commerce companies hundreds or thousands of euros
Despite these risks, many SME owners still treat their website according to the motto “once created, done forever”. This is a costly mistake. Modern websites require continuous maintenance – just like a company car needs regular servicing to function reliably.
Why the in-house vs. outsourcing decision is strategically important:
So you are faced with a fundamental question: should you manage your website maintenance internally or outsource it to experts? This decision not only affects your costs, but also the quality of your online presence, the security of your customer data and ultimately your business success.
The choice is complex because both approaches have their justification. While in-house solutions promise maximum control, outsourcing offers access to expert knowledge and takes the pressure off your team. The right decision depends on your specific circumstances, goals and resources.
In this article, we will show you how to approach this decision systematically and find the best solution for your company.
What does professional website maintenance involve?
Before you decide who should maintain your website, you need to understand what professional website maintenance actually involves. Many entrepreneurs drastically underestimate the scope and complexity of this task.
Technical maintenance – The invisible foundation:
- Security updates: Regular installation of patches for CMS, plugins and themes
- Performance optimization: improve loading times, monitor server capacities
- Backup management: Automated backups and recovery plans
- Monitoring: 24/7 monitoring of website availability and performance
Content maintenance – what your customers see:
- Content updates: Updating texts, images, prices and contact details
- SEO optimization: Continuous adaptation for better search engine rankings
- User experience: optimization of navigation and conversion elements
- Mobile optimization: Ensuring flawless display on all devices
Strategic development – looking ahead:
- Functional enhancements: Integration of new features and tools
- Analytics and reporting: evaluation of user data for strategic decisions
- Compliance: adherence to data protection and accessibility guidelines
The scope should not be underestimated: Professional website maintenance for a typical SME takes between 4-8 hours per month – and that’s with existing expertise. Without the appropriate knowledge, this effort can quickly double or triple.
With this understanding of the requirements, we can now look at the two main options in detail: In-house maintenance versus outsourcing.
In-house website maintenance: advantages and disadvantages
The temptation is great: “My marketing employee can do this on the side.” But the reality of in-house website maintenance is more complex than it appears at first glance.
| Advantages | Disadvantages |
|---|---|
| Complete control over timing and priorities You decide when to do what. If you want to make a spontaneous price change or publish an important announcement, you don’t have to wait for external service providers. Your team can react immediately and set priorities according to your business requirements. | High time expenditure for employees Website maintenance is time-consuming and often unpredictable. A simple plugin update can suddenly turn into hours of troubleshooting. Your employees regularly have to divert time from their core tasks – time that they could actually use for revenue-generating activities. |
| Direct access and immediate implementation No communication channels via third parties, no coordination with external agencies. Your team knows your website inside out and can implement changes without any detours. This is particularly valuable for time-critical campaigns or seasonal adjustments. | Required expertise often not available Modern website maintenance requires knowledge of HTML, CSS, PHP, database management, security protocols and SEO. This expertise is not available in most SMEs. The result: half-hearted solutions that create more problems than they solve. |
| Deep understanding of business needs Nobody knows your business better than you and your team. Internal employees understand the connections between website content and business goals, can translate customer requests directly into website improvements and have a natural feel for your target audience. | Risk of errors due to ignorance One wrong click, a faulty update or improper configuration can paralyze your website. Without professional expertise, the risk of costly downtime increases significantly. Particularly critical: security gaps that go unnoticed and put your customer data at risk. |
| Potentially more cost-effective in the long term If you already have the necessary resources and skills, the running costs can be lower than with external service providers. The in-house approach can be financially worthwhile, especially for stable websites that require few changes. | Difficulty keeping pace with technical developments Web technology is developing rapidly. What works today may be outdated or even security-critical tomorrow. Your employees have to continuously train themselves – in addition to their actual tasks. |
Cost comparison: What does what really cost?
The cost issue is often the main argument in the decision. But beware: the true costs are not always obvious. Let’s uncover the cost factors that are often overlooked.
In-house costs (often hidden):
Employee time (4-8 hours/month) Let’s be realistic: at an average hourly rate of 50 euros (including ancillary costs), the monthly costs for working time alone amount to 200-400 euros. And that’s for routine care – more complex problems can consume significantly more time.
Tools and software licenses Professional website maintenance requires tools: Premium plugins (50-200 euros/year), backup services (100-300 euros/year), security tools (100-500 euros/year), analytics software (500-2000 euros/year). This quickly adds up to 750-3,000 euros per year.
Continuing education and training Technologies are constantly changing. Your team needs regular training: Online courses (200-500 euros/year), conferences (500-2,000 euros), specialist books and journals (100-300 euros/year). Then there is the time invested in learning.
Opportunity costs (missed core tasks) The biggest hidden cost: what could your team achieve if they could focus fully on sales-generating activities? If your marketing person is spending 6 hours a month on website issues instead of lead generation, you could be missing out on four or five figures in revenue.
Risk costs in the event of downtime A website outage doesn’t just cost nerves, it costs real money. E-commerce companies lose an average of 5,000-10,000 euros per hour of downtime. Even purely informational websites incur costs due to missed leads and damage to their image.
Realistic total in-house costs: 500-1,500 euros per month
Outsourcing costs (transparent):
Monthly service fees (usually from around 200 per month) Prices vary depending on the provider and scope of services. Here is an overview of our webcare services as an example:
- Basic maintenance (updates, backups, security): €295 / month
- Standard package (+ content updates, tech support, SEO basics): 985 euros / month
- Premium service (+ strategic consulting, extended analysis and support): 2,385 euros / month
One-off setup costs Some providers also charge a one-off setup fee of 200-800 euros for taking over and analyzing the existing website.
Additional services as required Major changes or new functions are often charged separately: 50-150 euros/hour for development work.
Realistic total outsourcing costs: 200-1,000 euros per month
The surprising result:
Professional outsourcing is often not only qualitatively superior, but also more cost-effective than a genuine in-house solution. The reason: the hidden costs of in-house maintenance are systematically underestimated, whereas outsourcing costs are transparent and can be planned.
Decision-making aid: when what makes sense
However, the decision between in-house and outsourcing is not black and white. It depends on your specific circumstances.
In-house makes sense if:
- Very specific industry requirements If your company operates in a highly specialized industry – such as medical technology, financial services or legal services – it can be difficult to find external service providers who understand your specific compliance requirements and terminology. Internal teams that work with these requirements on a daily basis can make the website more authentic and compliant.
- Internal IT expertise already available Do you already have an IT employee or tech-savvy team members with proven web experience? Then in-house maintenance can make sense. Important: “Can do a bit of WordPress” is not enough. You need in-depth knowledge of security, performance optimization and problem solving.
- Less complex website with few changes Simple company websites with static content that only require infrequent updates are suitable for in-house maintenance. If your website mainly consists of information pages and you only need to change text or images occasionally, the maintenance effort is manageable.
- Very high data protection/security requirements Some companies – for example in the healthcare sector or for government contracts – have such strict data protection requirements that external access to the website is not possible. In such cases, in-house maintenance is the only option.
Outsourcing makes sense when:
- Website critical to business If your website is an important sales channel – whether through direct e-commerce, lead generation or online appointment bookings – then professional support is essential. The cost of outsourcing is minimal compared to the potential losses associated with website issues.
- No in-house IT expertise Honesty pays off: If no one on your team has solid web technology skills, outsourcing is the only sensible option. Trying to solve complex website problems without the appropriate expertise usually leads to more harm than good.
- Growing complexity and requirements Modern websites are becoming increasingly complex: integration of CRM systems, marketing automation, e-commerce functions, advanced SEO measures. These requirements quickly exceed the capacities of an internal generalist.
- Team should focus on core business Probably the most important point: if your employees can better invest their time in revenue-generating activities, outsourcing is a strategic decision. A salesperson who spends 12 hours a month tinkering with the website could potentially acquire 10,000 euros worth of new customers in the same amount of time.
Quick check: assess your situation
Answer these questions honestly:
- Is your website an important building block of your business success? → Outsourcing
- Do you have an IT team or an experienced web developer? → In-house possible
- Do you change your website more than once a week? → Outsourcing
- Is your team already at the limit of its core tasks? → Outsourcing
Hybrid approaches: The best of both worlds
The decision does not have to be radical. Many successful SMEs use clever hybrid models that combine the advantages of both approaches.
Partial outsourcing of certain areas
External technical maintenance, internal content A tried-and-tested model: let specialists take care of the complex technical tasks (updates, security, backups, performance optimization) while your team maintains the content itself. This allows you to retain control over your messages while saving time on technical challenges.
SEO and marketing externally, routine internally Hire experts for strategic SEO optimization and marketing campaigns, while day-to-day tasks such as blog post uploads or image sharing are handled internally. This combines strategic expertise with operational flexibility.
External emergency support, internal routine Usually maintain your website yourself, but make sure you have professional support in case of emergencies. Many providers have special SOS packages for website crises.
In-house coordination with external specialists
Strategic planning internally, implementation externally You and your team plan the website strategy, define goals and content, while external service providers take care of the technical implementation. This gives you maximum control over content with professional technical implementation.
Project-based collaboration For larger projects such as relaunches, new functions or design revisions, you bring in external expertise, while ongoing maintenance takes place internally.
Flexible models according to requirements
Seasonal reinforcement In retail or other seasonal industries, it can make sense to only use external support during peak periods. During the quieter months, you maintain the website internally, and during the peak season you strengthen the team with experts.
Growth-oriented models Start with basic external support and gradually build up internal capacities. Many outsourcing partners also offer training so that your team can take on more tasks in the long term.
Strategic vs. operational division of tasks
You keep the strategy, external partners the technology A particularly successful model: you define the strategic direction, target groups and business goals, while external partners take over the technical implementation and optimization. This allows you to combine business-critical control with technical expertise.
Hybrid approaches require more coordination, but offer the opportunity to develop a customized solution that fits your needs and resources exactly.
Our offer for your website support
As experts in SME website support, we understand the challenges you face. That’s why we have tailored our services specifically to the needs of SMEs.
What makes us different:
- SME focus: We speak your language and understand your priorities
- Transparent prices: No hidden costs, predictable monthly budgets from 120 euros
- Flexible packages: From basic maintenance to full support – you choose what you need
- Personal contact: A fixed contact who knows your business and your website
- Fast response times: Because we know that your time is precious
Let us analyze your situation in a free 15-minute consultation. We’ll show you exactly which solution is best for your company – with no obligation whatsoever. Get in touch with us.
