Choosing the Right Virtual Desktop Solution for Your UK Business
Evaluating Desktop Hosting Providers
Yesterday, we explored what desktop hosting is and why it matters. Today, we’re diving into the practical considerations of selecting the right hosted desktop solution for your business. With numerous providers offering virtual hosted desktops in the UK market, making an informed decision is crucial for your long-term success.
Understanding Different Types of Desktop Hosting Services
Not all remote desktop hosting solutions are created equal. Understanding the various deployment models will help you choose the option that best fits your requirements.
Shared vs. Dedicated Hosting
With shared hosted desktop cloud services, multiple users share the same server resources. This is typically more cost-effective and suitable for small to medium businesses with standard computing needs. Dedicated remote desktop server hosting provides exclusive access to server resources, offering enhanced performance and security—ideal for businesses with demanding applications, compliance requirements, or those handling particularly sensitive data.
Public, Private, and Hybrid Cloud Solutions
A public cloud hosted desktop uses shared infrastructure managed by the provider, offering the most affordable option with excellent scalability. Private cloud solutions provide dedicated infrastructure for your organisation, offering maximum control and security. Hybrid models combine both approaches, allowing you to keep sensitive data in a private environment while leveraging the cost-effectiveness of public cloud for less critical workloads. For many UK businesses, a hybrid approach offers the best balance of cost, performance, and security.
Critical Features to Look for in a Hosted Desktop UK Provider
When evaluating virtual desktops from UK providers, several key features should guide your decision:
Performance and Reliability
Your hosted desktop as a service should deliver consistent performance. Look for providers offering:
- Guaranteed uptime (typically 99.9% or higher with clear SLA commitments)
- Low latency connections—UK data centres ensure optimal performance for UK users
- Adequate bandwidth allocation per user based on your application requirements
- Clear service level agreements (SLAs) with remediation provisions
- Proven track record with similar businesses
Security and Compliance
Security should be non-negotiable when selecting a remote desktop hosting service. Essential security features include:
- Multi-factor authentication (MFA) as standard
- End-to-end encryption for data in transit and at rest
- Regular security audits and penetration testing
- UK data centre locations for data sovereignty
- Compliance certifications relevant to your industry (Cyber Essentials, Cyber Essentials Plus, ISO 27001, ISO 9001)
- GDPR compliance and UK data protection adherence
- Sector-specific compliance (FCA for financial services, CQC for healthcare, SRA for legal)
For specialised sectors like accounting, a hosted desktop for accountants should specifically address industry requirements, including compliance with AML regulations, professional body standards (ICAEW, ACCA, CIMA), and Making Tax Digital requirements.
Backup and Disaster Recovery
A robust desktop hosting solution includes comprehensive backup strategies:
- Automated daily backups with multiple retention periods
- Geographically dispersed backup locations within the UK
- Clear recovery time objectives (RTO) and recovery point objectives (RPO)
- Regular testing of disaster recovery procedures
- Point-in-time recovery capabilities
Support Quality
Technical support can make or break your experience with a hosted desktop cloud provider. Evaluate:
- Availability of support (24/7 emergency support with UK business hours coverage)
- Support channels (phone, email, live chat, remote assistance)
- Average response and resolution times with SLA backing
- UK-based support teams who understand local business context
- Expertise in your specific industry or applications
- Proactive monitoring and maintenance
- Dedicated account management for larger deployments
Industry-Specific Considerations
Different sectors have unique requirements when it comes to virtual hosted desktops:
Accountancy Practices
A hosted desktop for accountants must support specialised software like Sage (50cloud, 200, Intacct), QuickBooks, Xero, Iris, CCH, TaxCalc, and VT Software. The provider should understand:
- The cyclical nature of accounting work with capacity to handle peak periods during tax season
- Integration with HMRC systems and Making Tax Digital compliance
- Security requirements for handling client financial data
- Practice management software integration
- Document management and client portal capabilities
- Compliance with professional indemnity insurance requirements
Legal Firms
Legal professionals require secure document management systems (iManage, NetDocuments) and case management software. The remote desktop hosting solution must enable secure client collaboration while maintaining privileged information confidentiality and SRA compliance.
Healthcare Providers
Medical practices, dentists, and healthcare organisations need hosted desktop solutions that integrate with clinical systems (EMIS, SystmOne, Vision) while maintaining strict patient data confidentiality under GDPR, NHS Data Security and Protection Toolkit, and CQC requirements.
Financial Services
Firms regulated by the FCA require virtual desktop UK solutions with enhanced security controls, audit trails, and compliance with FCA regulations regarding data protection and operational resilience.
Creative Agencies
Designers, video editors, and other creative professionals need high-performance graphics capabilities supporting resource-intensive applications like Adobe Creative Suite, AutoCAD, Revit, 3D rendering software, and video editing platforms.
Manufacturing and Engineering
Access to CAD/CAM software, ERP systems, and production management tools with sufficient processing power for complex modelling and simulation work.
Cost Considerations for Desktop Hosting
Understanding the pricing structure of remote desktop server hosting is crucial for budgeting:
Pricing Models
Most hosted desktop as a service providers offer per-user, per-month pricing. Factors affecting cost include:
- Number of users (volume discounts typically available)
- Storage allocation per user
- Required processing power (CPU cores) and RAM
- Graphics capabilities for specialised applications
- Specialised software licensing
- Support level required (standard vs. premium)
- Contract length (annual commitments often reduce monthly costs by 10-20%)
- UK data centre premium vs. international locations
Hidden Costs to Watch For
Be aware of potential additional charges:
- Setup and migration fees
- Software licensing (some applications require separate licenses for virtual environments or concurrent use licensing)
- Excess storage or bandwidth charges
- Premium support costs or out-of-hours support
- Early termination fees
- User provisioning or de-provisioning charges
- Data egress fees if you move providers
Total Cost of Ownership Comparison
When comparing cloud hosted desktop costs against traditional infrastructure, consider:
- Hardware purchase and replacement cycles (typically 3-5 years)
- IT staff time for maintenance and support
- Office space for servers and equipment
- Energy costs for running and cooling equipment
- Software licensing and updates
- Security infrastructure
- Backup and disaster recovery solutions
Questions to Ask Potential Providers
When evaluating desktop hosting providers for your UK business, ask:
- Where are your data centres located, and can you guarantee UK data residency?
- What is your actual uptime over the past 12-24 months (request proof)?
- How do you handle security updates and patches? What is your vulnerability management process?
- What is your backup frequency, retention policy, and have you performed successful restores recently?
- Can you provide references from similar businesses in our industry within the UK?
- What is your migration process, typical timeline, and what support do you provide?
- How do you handle scaling when we need to add or remove users? Are there minimum commitments?
- What applications and software have you successfully deployed in your hosted desktop cloud?
- Do you offer a trial period or proof of concept demonstration?
- What happens to our data if we decide to switch providers? What is the extraction process?
- What UK compliance certifications do you hold and can you provide documentation?
- How do you handle software licensing for virtual environments?
- What is your disaster recovery plan and RTO/RPO guarantees?
- Who will be our main point of contact and what are your support hours?
- Can we visit your UK data centres or operations?
Making the Business Case Internally
If you need to convince stakeholders about moving to a virtual hosted desktop solution, focus on:
Return on Investment
Calculate the total cost of ownership by comparing your current IT infrastructure against a remote desktop hosting service solution. Include:
- Hardware costs (purchase, maintenance, replacement)
- IT staff time and salaries
- Energy consumption
- Office space requirements for server rooms
- Software licensing efficiencies
- Reduced downtime costs
- Improved productivity from anywhere working
Risk Mitigation
Highlight how hosted desktop UK solutions reduce risks:
- Data loss protection through automated backups
- Enhanced security reducing breach risks and associated costs
- Business continuity ensuring operations during disruptions
- Compliance with UK regulations reducing regulatory risk
- Reduced liability from lost or stolen devices
Competitive Advantage
Emphasize how flexible working enabled by desktop hosting solutions helps:
- Attract and retain top talent by offering flexible working
- Access wider talent pools across the UK without geographical constraints
- Improve employee satisfaction and productivity
- Enable rapid expansion without infrastructure constraints
- Respond faster to market opportunities
- Support environmental sustainability goals by reducing hardware
Strategic Benefits
Position virtual desktop UK as enabling:
- Multi-site operations without complex IT infrastructure
- Mergers and acquisitions with faster IT integration
- Secure client site working for professional services
- BYOD (Bring Your Own Device) policies reducing hardware costs
- Future-proofing against technology changes
Tomorrow, we’ll explore the implementation process and best practices for getting the most from your new hosted desktop as a service solution, ensuring a smooth transition and maximum ROI for your UK business.