What is IT Service Management (ITSM)?

IT Service Management (ITSM) is a subset of Service Management. Service Management encompasses the overall organisational practices of planning, delivering, supporting, and managing services within an organisation for customers and the organisation itself.

ITSM is a specific subset of Service Management that focuses on an organisation's supporting Information Technology assets (capabilities and resources) for creating, delivering, and supporting IT services that facilitate and benefit business services or Service Management. Overall, Service Management is broader and can include non-IT assets.

Information technology (IT) should always support business goals and objectives within the organisation. Integrating and aligning IT with business goals ensures that technology investments drive value (customer and organisational), enhance efficiency, support growth, and provide a competitive advantage.

When IT fails to align with business objectives, the result is often inefficiency, wasted resources, and a failure to achieve desired outcomes for both the customer and the organisation. IT must deliver value on investment (VOI), have a return on investment (ROI), and reduce the total cost of ownership (TCO) for services and products.

Organisations should always have IT strategic intent and plans that support customers and the organisation itself. Key investment areas are service innovation, growth, fixes, and customer requests. Whether managing applications, infrastructure, or platforms, ITSM optimizes and oversees all technology service creation, delivery and support aspects, helping organisations stay agile, responsive, and customer focused.

Historically, ITSM was confined mainly to operational functions, i.e. service support, as a way for companies to manage their IT operations processes more consistently and in an organised fashion. IT operations were and are still considered a significant value realization contributor to the overall organisation's success. With the emergence of digital transformation, ITSM has elevated and evolved into a vital component of business strategy, allowing businesses to be more adaptive and responsive to customer needs.

Still, as IT has become central to nearly all business operations, ITSM now plays a strategic role, providing a framework for efficiency, innovation, and resilience for the organisation itself. Today, it is thought that there are no more IT projects, only business projects supported by IT or ITSM.

Curious and want to stay ahead in ITSM? Be sure to check out our "Emerging Trends in IT Service Management (ITSM)" blog.

IT departments are no longer just technical support entities but are integral to an organisation's success. ITSM ensures that IT services integrate and align with business objectives. IT provides the needed overall practices, including aspects of people, tools, processes, products, and services, to help businesses achieve their goals and objectives.

ITSM bridges the gap between technical expertise and business goals by facilitating a value chain of activities between IT and other internal and external business departments, ensuring that IT supports strategic initiatives rather than being siloed itself. IT initiatives that do not align with the needs of the business are internal hobbies that provide no value.

Operational effectiveness and efficiency are crucial factors for any organisation. ITSM helps companies achieve efficiency by optimizing and streamlining IT service practices. This results in reduced downtime, faster response times, and minimized disruptions. ITSM encourages the adoption of standardized practices and processes that can be continuously improved, allowing IT departments to deliver consistent, reliable services.

Aligning ITSM with business goals and objectives improves IT effectiveness and overall strategic focus. ITSM projects must be prioritized to maximize value with limited budgets by understanding business needs.

Effective ITSM practices and processes help ensure service delivery and support consistency. ITSM helps with consistent and effective decision making by using knowledge management practices. ITSM can also help with governance, risk, and compliance using practices such as configuration management.

ITSM fosters a culture of continuous improvement in an agile way to support the business and its customers. This helps with operational effectiveness, efficiency, and overall economic value for the organisation and its customers.

Now, employee and Customer experience should be at the core of any successful business strategy, and ITSM is essential in enhancing that experience. ITSM ensures that users, whether internal (employees) or external (customers), have access to the IT services they need when they need them. This means that incidents are resolved quickly, requests are fulfilled promptly, and new services are rolled out efficiently, all contributing to a better overall experience and improved satisfaction for employees and customers.

This blog, ’What are Experience Level Agreements (XLAs)?’ talks more about XLAs and how they are different to Service Level Agreements (SLAs).

Compliance with enterprise governance and regulatory standards is critical. ITSM frameworks offer structured practices and processes that help organisations adhere to regulations like GDPR, HIPAA, and ISO/IEC standards. These processes ensure that IT services are delivered securely and reliably, minimizing non-compliance risk and protecting sensitive data. Additionally, ITSM helps identify, govern, manage, control, and mitigate risks associated with IT service delivery/support, ensuring that organisations can respond swiftly to potential issues.

The key emerging technologies enabled by IT Service Management (ITSM) are changing how organisations deliver and support IT services, manage operations, and respond to business needs. As ITSM evolves, it leverages new technologies to enhance efficiency, drive automation, and improve service outcomes. Here are some of the most significant emerging technologies empowered with ITSM:

• AI and ML are being embedded into ITSM platforms to automate routine tasks, such as incident classification, ticket routing, and issue resolution. ITSM frameworks, practices, and workflows ensure that AI/ML models are applied in structured, repeatable ways that enhance efficiency.
• AI-driven chatbots, virtual agents, robotics, and predictive analytics help reduce manual workloads, improve response times, and provide faster solutions. ML algorithms analyze historical data to predict outages and recommend preventive actions, enhancing proactive IT support.

ITSM systems provide the foundational workflows and processes that RPA automates. ITSM enables the orchestration of RPA to handle repetitive, manual tasks such as ticket processing, system monitoring, and routine updates, assisting IT teams or allowing IT teams to focus on higher-value activities.

By integrating RPA with ITSM, organisations can automate labor-intensive tasks, streamline service delivery, reduce errors, and improve efficiency in incident resolution, request, change, and asset management.

• ITSM frameworks enable organisations to manage cloud services effectively by offering standardized out-of-the-box incident, request, knowledge, change, and configuration management practices. ITSM tools ensure that cloud resources are provisioned, monitored, and governed in alignment with business objectives.
• ITSM enables organisations to efficiently manage multiple cloud environments (e.g., AWS, Azure, Google Cloud) while ensuring compliance, security, and performance consistency. It also facilitates the management of hybrid cloud provisioning and setups.

• ITSM provides a structure for managing the data from IoT devices, ensuring that incidents, alerts, and configurations related to IoT are managed systematically. ITSM also enables organisations to create workflows incorporating IoT data into broader IT operations practices such as request fulfilment or incident management.
• Integrating IoT with ITSM enhances event management, asset management, monitoring, and predictive maintenance, enabling IT teams to respond quickly to device failures or anomalies and ensure business continuity.        

• ITSM provides a structured framework for managing demands for changes and releases in a DevOps environment, ensuring frequent updates and deployments do not compromise system stability or security. ITSM practices like change enablement and release management work in a value chain with other ITSM practices for CI/CD, not in conflict.
• ITSM helps balance DevOps' speed and agility with governance, compliance, and risk management. This ensures seamless, compliant, and traceable deployments while reducing downtime and improving collaboration between development and operations teams.

• ITSM frameworks can help manage and monitor blockchain infrastructures and processes by providing standardized configuration, change, and security management workflows. It also facilitates the governance and compliance of decentralized blockchain applications.
• Blockchain technology enhances IT operations' security and transparency. When combined with ITSM, blockchain can support robust audit trails for configuration changes, data integrity, and secure multi-party transactions.

• ITSM systems collect and store vast amounts of operational data. When ITSM technologies such as Configuration Management Databases (CMDBs) are integrated with predictive analytics to form a Configuration Management System (CMS) for decision support, ITSM can proactively identify potential issues, forecast trends, and optimize resource allocation.
• Predictive analytics helps IT teams prevent outages, optimize service performance, and improve decision-making. ITSM frameworks help organise data so that predictive models can use it for more accurate service-oriented forecasting.

Emerging technologies such as AI, RPA, cloud computing, IoT, and DevOps are increasingly integrated into ITSM to improve service delivery and support, enhance automation, and boost operational efficiency. ITSM frameworks help these technologies by providing structured processes, governance, risk management, and compliance, ensuring smooth adoption and long-term value creation and realization. By embracing these emerging technologies, ITSM can continue to evolve as a critical enabler of digital transformation and business success.

With ITSM, businesses can automate repetitive tasks, eliminate bottlenecks, and reduce human error. Automating practices and supporting processes like incident, request, knowledge, and change management leads to faster service and improved productivity. By focusing on continual service improvement (CSI), ITSM encourages regular assessments of IT practices, leading to constant enhancements in productivity.

One of ITSM's most significant advantages is its ability to improve automation and reduce costs. Standardized automated processes mean fewer errors, less duplication of effort, and more efficient resource allocation. By integrating and aligning IT operations with business needs, ITSM ensures that IT spending is optimized and focused on value-generating activities. Additionally, with a structured approach to ITSM, businesses can improve performance and avoid unnecessary investments and rework, further driving down costs and customer dissatisfaction.

ITSM tools give businesses greater visibility into their IT operations through dashboards, analytics, and reporting. This level of transparency allows for better decision-making and more efficient resource management. IT departments can identify trends, spot recurring issues, and gain insights into their service delivery, helping them optimize performance and service quality.

Agility is essential for survival. ITSM frameworks help businesses remain agile by enabling quick adaptation to changing technologies, customer demands, and business requirements. With clearly defined practices and processes, IT departments can respond more effectively to changes, minimizing downtime and disruption to operations.

One critical principle of ITSM is to "keep it simple and practical." Businesses ensure consistent service delivery across the organisation by implementing standardized practices and processes and avoiding complexity. This improves the quality of services, enhances accountability, and reduces confusion for IT staff and end-users. Consistency in service delivery is essential for creating a reliable IT infrastructure that can scale as the organisation grows.

ITSM frameworks provide a structured approach to managing and delivering IT services. These frameworks offer best practices, guidelines, and processes that help organisations optimize their IT service delivery. There are several ITSM frameworks, each with strengths and focus areas. While ITIL is the most widely adopted framework, others like FITSM, USM, COBIT, ISO/IEC 20000, and MOF offer valuable guidance for specific aspects of ITSM.

ITSM frameworks help organisations implement proven methodologies for managing IT services. They provide a foundation for achieving operational excellence, ensuring services are delivered efficiently, reliably, and securely. Frameworks also offer a common language for IT and business stakeholders to communicate, enabling better collaboration and alignment between IT operations and business goals.

The ITIL framework is the most well-known ITSM framework globally. It provides best practices for aligning IT services with the business's needs.

ITIL is organised around a Service Value System (SVS), which describes how principles, practices, processes, and activities create value for products and services. Included are the organisational components of organisation and people, information and technology; partners and suppliers; and value stream and processes work together to create a service value chain (SVC) operating model for planning, improving, engaging, designing, transitioning, obtaining, building, delivering, and supporting of services and products.

COBIT is a framework focused on IT governance and management. It provides a set of best practices for ensuring that IT services align with business goals while managing risks and ensuring compliance with regulations.

ISO/IEC 20000 is the international standard for ITSM. It provides guidelines for establishing, implementing, maintaining, and continually improving IT service management systems. It also offers a formal certification process that organisations can use to demonstrate their adherence to ITSM best practices.

MOF provides guidance for managing the entire IT service lifecycle, from planning and delivering services to operating and supporting them. It is similar to ITIL but explicitly tailored to Microsoft technologies.

FitSM is a lightweight and streamlined approach to IT service management (ITSM) designed for simplicity, flexibility, and efficiency. It is especially suited for organisations or projects that do not need the complexity of complex frameworks like ITIL. FitSM aligns with ISO/IEC 20000, the international standard for service management.  

FitSM incorporates the Plan-Do-Check-Act (PDCA) cycle to improve services, processes, and overall service delivery continuously. This helps organisations systematically refine their ITSM practices.

FitSM focuses on providing a pragmatic and easy-to-implement methodology for managing IT services. Its structure ensures service management operations align with company goals, objectives, and legal requirements. FitSM is designed to complement existing ITSM practices, providing an entry point for organisations wishing to adopt more comprehensive frameworks.

The FitSM framework is freely available andall parts of the FitSM standard and related material published by the FitSM working group are licensed under a Creative Commons International License. The intention of this is to ensure organisations have access to resources, to share knowledge and enable continuous improvement throughout the industry. The framework is made of different parts:

USM is a standardized framework that emphasizes simplicity and uniformity in service management. It's based on systems thinking and focuses on developing a single, coherent service management model that works for all service providers, regardless of their sector or specific tools.

The framework emphasizes reusability, meaning processes can be applied and reused across different services or departments, making it highly efficient for organisations of all sizes. USM reduces complexity by separating service management into universal building blocks. This approach allows for greater flexibility and efficiency in service management​.

USM can also be applied more broadly to non-IT services. It is designed to align with ISO management standards, such as ISO/IEC 20000 for Service Management and ISO 9001 for Quality Management.

As stated earlier, ITSM practices include organisation and people, information and technology, partners and suppliers, and value streams and processes working together. Within each practice, there can be multiple processes for achieving the specific goals of the practice.

ITSM involves practices that ensure the smooth and efficient creation, delivery and support of IT services. These practices help IT departments manage everything from incidents and problems to changes and service requests. Below are some of the most critical ITSM practices for value realization:

Incident management focuses on restoring normal service operations as quickly as possible following an interruption or failure. This practice and its processes ensure that any disruptions are resolved promptly, minimizing downtime and impact on the business.

While incident management deals with restoring service, problem management aims to react by identifying the root cause of recurring incidents and preventing them from happening again. This involves root cause analysis, identifying known errors, and implementing solutions to avoid future incidents. Problem Management is also proactive in helping with continual service improvements.

Change Management or Change Enablement is the practice of controlling changes to the IT infrastructure. This ensures that changes are implemented with minimal risk and disruption to service. Change ensures that risks are appropriately assessed, authorizes changes to proceed, and manages the change schedule to maximize the number of successful IT changes.

The primary goal of Change Enablement is to balance the need for change with the need to minimize the potential negative impact on service quality and availability. It focuses on implementing changes with minimal disruption to services, ensuring that they are well-planned, tested, and reviewed before deployment, supporting continuous improvement, and aligning with business objectives. Changes can include anything from software upgrades to new hardware deployments, and effective change management is critical for maintaining stability and security.

Service request management (SRM) handles user requests for services or information. This could be anything from resetting a password to requesting access to a new software application. Service request management ensures that these requests are handled efficiently and in a structured manner.

SRM is one of the most powerful of all practices in ITSM because SRM helps maintain service quality, minimizes the workload on technical teams, helps enable Enterprise Service Management (ESM) for practices such as Human Resource Service Management (HRSM), Field Service Management (FSM), Legal Service Management (LSM), etc. Additionally, it enhances user satisfaction by offering transparency through well-defined workflows, tracking, and communication, ensuring requests are fulfilled on time. The practice also supports automation and self-service, driving efficiency and scalability in service delivery and support.

ITIL and Knowledge-Centered Service (KCS) both emphasize the importance of knowledge management in enhancing service delivery and support. ITIL's Knowledge Management focuses on systematically capturing, storing, and sharing knowledge to improve decision-making, reduce service disruption, and increase efficiency in IT Service Management (ITSM) processes. It is integral to the ITIL lifecycle, ensuring accurate information is readily available across the organisation.

KCS promotes a continuous process where knowledge is created, used, and improved as part of daily operations, particularly in service desks and customer support environments.

Both frameworks aim to reduce duplication of effort, increase productivity, and enhance user experience through effective knowledge sharing and reuse, which can be used together. Knowledge Management is a crucial enabler of AI capabilities.

CSI is a process that focuses on continuously improving IT services to meet business needs better. This involves regularly reviewing performance metrics, identifying areas for improvement, and implementing changes to enhance service delivery and support.

ITSM software is crucial in automating and managing the various ITSM processes. These tools provide IT departments with the functionality they need for the ITSM practices. With the right ITSM tools, businesses can enhance efficiency and effectiveness, improve service delivery and support, and gain valuable insights into their IT operations.

Several ITSM tools are available in the market, each offering a range of features and capabilities to meet different business needs. Here are some of the most popular ITSM tools:

• ServiceNow: ServiceNow is a leading ITSM platform known for its wide range of features, including incident management, change management, asset management, and more. It offers a cloud-based solution that allows businesses to automate IT workflows and deliver seamless service experiences.
• BMC Helix: BMC Helix is another popular ITSM tool that provides comprehensive IT service management capabilities. It offers AI-driven insights, automation, and predictive analytics to help businesses optimize their IT operations.
• Jira Service Management: Developed by Atlassian, Jira Service Management is a flexible and customizable ITSM tool that integrates with the broader Atlassian suite. It is widely used by teams that follow Agile methodologies and need a robust solution for managing incidents, changes, and requests.
• Salesforce Service Cloud: a cloud-based solution that leverages its platform to manage IT service management (ITSM) practices integrating with existing Salesforce applications like Sales Cloud and more. Service Cloud benefits from native integration with Salesforce CRM and its robust AI capabilities, allowing IT teams to provide better customer experiences, streamline operations, and gain insights through analytics.
• Ivanti Service Manager: Ivanti Service Manager is an ITSM solution that offers a range of features, including incident management, change management, and asset management. It is known for its flexibility and ability to integrate with other IT management tools.
• ManageEngine ServiceDesk Plus: ManageEngine ServiceDesk Plus offers features like incident management, service request management, and asset management, making it a popular choice for organisations looking to implement ITSM.

Implementing ITSM requires careful planning and execution. Below are some best practices for ensuring a successful ITSM implementation:

Start with a Clear Strategy – Focus on Value: Before implementing ITSM, it's essential to define a clear strategy that outlines your organisation's goals and objectives. Identify the critical pain points that ITSM will address and create a roadmap for implementation.

Create a path for success – Start where you are: Before making significant changes, engage advisory services, assess the current state of ITSM, create focused project plans to allow the organisation to progress iteratively with feedback, adopt an Organisational Change Management (OCM) approach to align, train, and enable people, collaborate and promote visibility with all stakeholders, Keep it simple and practical, think and work holistically, and optimize and automate to maximize value.

Choose the Right Framework: The proper ITSM framework is critical to success. Consider your organisation's size, industry, and specific needs when choosing a framework like ITIL, FITSM, USM, COBIT, or ISO/IEC 20000.

Invest in the Right Tools: ITSM tools can significantly affect the success of your implementation. Choose tools that align with your organisation's processes and provide the needed features to manage IT services effectively. Don't overcomplicate; keep it simple for overall ITSM performance.

Measure and Improve: Once ITSM is adopted and implemented, continuously monitor performance and look for areas for improvement and reinforcement. Use goals, objectives, critical success factors (CSF), and Key performance indicators (KPIs) to track the success of your ITSM initiatives' mission and make adjustments as needed.

Every organisation with information technologies does ITSM, whether they believe so or not. They may need insight into best practices for ITSM to enhance their approach and performance in the practice areas, but they still have experiences to support their initiatives and decisions. Improving organisational knowledge through education and experiences will help organisations with the promise of best practice adoption. Promises include enhanced efficiency, consistency, standardization, improved quality, better risk management, competitive advantage, and continuous improvement, to name a few promises.

Adequate practical ITSM knowledge and adoption are critical to modern business operations. Knowledge of ITSM best practices begins the journey of helping organisations optimize their IT services to meet the opportunities, demands, and problems of a fast-paced, technology-driven world.

By implementing ITSM frameworks and practices, businesses can improve efficiency, effectiveness, and experiences, enhance service delivery/support, and integrate IT operations with business goals. However, this implementation requires expert knowledge for overall success. Organisations should build the necessary expertise while at the same time leveraging external knowledge for agile adoption value.

ITSM is not just about technology – it's about creating a culture of organisational service excellence that empowers organisations to thrive.