What Is Server Management? The Basics, Tools, and Best Practices

Many modern organizations run on IT, and the stakes for keeping that infrastructure running have never been higher. The foundation of several IT functions—including data storage, website hosting, emails, and software—is server management. Without reliable, functioning servers, most IT functionality would collapse.

Today, most organizations operate in cloud-first or hybrid environments, running servers across remote data centers, on-premises infrastructure, or a combination of both. While fully on-premises setups still exist, particularly in regulated industries or organizations with legacy systems, they’re increasingly the exception rather than the norm. Regardless of where servers live, managing them entails monitoring and maintaining hardware, software, security, and backups.

In this guide, we’ll explore server management from the perspective of today’s server technology, security concerns, and helpful software tools.

What this article will cover:

• Server management as defined for IT professionals
• What are server management best practices?
• Different server types and management challenges
• Server management tips and best practices
• Server management tools
  

What is server management?

Server management involves all the monitoring and maintenance required for servers to operate reliably and at optimal performance levels. This includes managing hardware, software, security, and backups to keep the IT environment operational and efficient.

The key objectives of server management are as follows:

• Minimize server slowdowns and downtime while maximizing reliability
• Secure and protect server environments
• Scale servers and related operations to meet the needs of the organization over time

What are the types of servers?

Understanding the most common types of servers can help deploy effective server management strategies. Here are some servers typically used in modern IT settings and their specific functions:

• Web servers: Host web pages and web applications delivered to users over the internet or an internal network.
• Database servers: Store and manage structured data sets for applications and services and are responsible for backup and disaster recovery operations.
• Application servers: Critical for business-centric software like ERP or CRM systems.
• File servers: Offer storage for organizational files where authorized people are allowed access for file sharing.
• Mail servers: Send, receive, and store email messages for users within an organization.
• Backup servers: Serve as a storage for critical data that an organization can later retrieve in cases of data loss, theft, or compromise.
• Identity and access management (IAM) servers: Manage authentication and authorization across a network by controlling user access and enforcing security policies.

Regarding the last type, IAM—traditionally handled by on-premises solutions like Microsoft Active Directory—has increasingly moved to cloud-based identity platforms such as Microsoft Entra ID (formerly Azure AD), Okta, and Google Workspace. Many organizations today use a hybrid model, pairing on-premises Active Directory with a cloud identity provider for unified access management across both environments.

Server management basics

The overall impact of server management on IT is quite comprehensive, making its scope an umbrella that covers nearly everything the department handles. Let’s take a closer look at some of the specifics within this broad-reaching concept of managing a server infrastructure:

Hardware management

Starting with the foundation of effective server management, we have the hardware. Everything depends on functioning hardware. Within this wider subject, there are a few key hardware elements that should be monitored and managed closely as part of any server management strategy:

Central processing unit (CPU)

Essentially the brain of a server, the CPU performs all the calculations to make programs run. Because they’re not only essential but also heavily used, CPUs need to be constantly monitored to avoid overtaxing them — a problem that can result in everything from slowed operations to complete system crashes. There are several ways to address an overtaxed CPU. Upgrading is the most obvious option, but you can also add more CPU resources from another asset, halt resourcing-hogging processes, or fine-tune system-wide performance to take the load off of the CPU.

CPU temperature

Doing all that work makes CPUs run hot. Servers, in general, produce ample amounts of heat, which is why modern hyperscale data centers invest heavily in cooling efficiency, often measured by power usage effectiveness (PUE), and are sometimes built in cold climates or designed with liquid cooling systems to manage thermal output at scale. If CPUs run too hot, they can fail with disastrous results.

Servers are also built with thermometers that allow for easier server management, even remotely. If a server’s temperature gets too high, an IT technician can shut down the hardware and assess the situation before the heat goes critical. Overheating issues are often caused by excess strain on the system or failed cooling devices.

Random access memory (RAM)

RAM is a server’s working memory, the temporary storage used for fast operations and caching. RAM has a direct correlation to a system’s performance, especially in the cases of certain high-demand software. Running out of RAM during normal use can impede performance and may prevent certain applications from running at all.

Hard drive

The hard drive or hard disks provide persistent storage for the server. Important data is stored here, and because hard disks are also used for caching in many cases, they can create performance issues when they’re near capacity.

Hard drive usage needs to be monitored so that the required amount of storage capacity is always available when needed. Additionally, hard drive health should be watched closely to prevent costly failures resulting in lost data.

Operating environment

The server should be kept in a location with optimal environmental conditions. Humidity should be kept in check, and the server room should allow for optimal cooling. For security reasons, servers should only be accessible to authorized individuals.

Software management

Your IT infrastructure also depends on software to function. As such, software should be subject to constant monitoring and scheduled maintenance, just like hardware. Understanding the software within your IT environment makes it easier to identify performance issues and perform troubleshooting.

Security

Security is a key concern in all aspects of IT, and server management should involve keeping a secure network from the inside out. While security policies differ depending on the organization, there are several standard considerations for most use cases:

1. Staying on top of all software and firmware updates (by using a patch management tool when possible)
2. Installing and updating antivirus and endpoint detection and response (EDR) software
3. Installing and configuring firewalls to keep out unauthorized network traffic
4. Adopting a zero-trust architecture model, where no user or device is trusted by default, even inside the network perimeter
5. Setting a password policy and enforcing role-based access controls (RBAC)
6. Encrypting sensitive data storage and data in transit
7. Implementing SIEM tools and log monitoring; organizations with higher security requirements may also leverage a security operations center (SOC) for 24/7 threat response
8. Deploying AI-driven threat detection tools capable of identifying anomalous behavior in real time
9. Vetting third-party software and monitoring the supply chain for vulnerabilities introduced through external dependencies
10. Maintaining a ransomware-specific incident response playbook, separate from general disaster recovery planning
11. Incorporating tools and procedures required by relevant compliance standards (e.g., NIST CSF, CIS Benchmarks, ISO 27001)

Data backups

A critical concern for security and business continuity is regular backups and backup testing. Data loss from a disaster or a ransomware attack can cripple most organizations; full server backups and a robust backup solution can be a lifesaver in these situations. In addition, given the frequency and sophistication of ransomware attacks, organizations should follow the 3-2-1-1-0 backup rule:

• maintain three copies of data
• across two different media types, with
• one copy stored offsite and
• one copy that is either air-gapped or immutable (meaning it can’t be altered or deleted by ransomware),
• all capped with zero-error verification via checksum or hash validation.

Options for backup include local, cloud, and server backup software to support both physical and virtual servers. Management of backups is an important consideration here. Not only do backups need to be properly configured for the use case, but also, they should be regularly tested to ensure functionality before they’re needed.

An IT professional that needs to manage backups for many different clients and workstations across multiple networks, such as a managed service provider (MSP), will need a multi-tenant solution with a single portal for easy management.

Power backups

The server’s power supply should also have a fallback to ensure data isn’t lost during a power outage. Many options are available for this function, including uninterruptible power supplies (USP) with built-in surge protection, power conditioning, and emergency power that can keep the server running for a short time during an outage. 

What are virtual servers?

Virtualization is commonplace in modern IT and brings its own considerations. A physical server usually runs one instance on a single piece of hardware, but a virtual server can allow multiple servers to be hosted on one machine. Virtual servers—or virtual machines (VM)—basically allow you to do more with less hardware.

Beyond traditional VMs, two other approaches have become equally prevalent in modern infrastructure:

• Containerization packages applications and their dependencies into lightweight, portable units that can run consistently across environments. Containers require their own management layer, typically an orchestration platform like Kubernetes, to handle deployment, scaling, and availability.
• Serverless computing takes this a step further by abstracting infrastructure management entirely, shifting the responsibility for provisioning and scaling to the cloud provider.

Each model—physical, virtual, containerized, or serverless—carries distinct management considerations, and many organizations run a mix of all four. The same core principles of monitoring, security, patching, and backup apply across all of them, though the tools and workflows used to apply those principles will differ.

What is a server management plan?

Server management involves careful planning to ensure success. A server management plan is a set of goals and strategies to maintain the optimal performance of servers within an environment. Here are some components involved in server management planning.

• Inventory tracking and auditing: This helps maintain a comprehensive list of all important server components along with associated operating systems, applications, hardware configurations, and license details.
• Monitoring setup: This setup tracks server performance, uptime, resource usage (e.g., CPU, RAM, disk), and overall health. Monitoring is essential in detecting anomalies before they become bigger issues.
• Backup and recovery: Planning also includes a definite goal on which data to back up, the frequency, storage, and testing procedures to ensure that functional backups are in place, while recovery time objectives (RTOs) and recovery point objectives (RPOs) are achievable.
• Patch management schedule: This establishes a recurring schedule for applying operating system and third-party application updates. A good patch management plan includes automation, approval workflows, and rollback options if an update causes issues.
• Security protocols: These enforce policies around user access, firewall settings, antivirus management, encryption, and log monitoring.
• Documentation: This maintains the latest documentation of a server’s architecture, backup and recovery procedures, maintenance frequency, and more.

What are the benefits and challenges of server management?

Benefits of server management

Server management done right can provide advantages to an organization. Here are some benefits of effective server management:

1. Consistent uptime: An effective server management helps prevent disruptive downtime by ensuring servers are in optimal health. This reduces or eliminates unintended outages and contributes to business continuity.
2. Enhanced security: Maintaining a server can help enforce a stronger security posture through initiatives such as keeping patches up to date, closely monitoring access controls, flagging suspicious activities, and more.
3. Improved performance: Regular tuning of resources like CPU, RAM, and disk usage helps optimize server performance and prevent bottlenecks that slow down users and systems.
4. Scalability: Effective server management makes it easier for organizations to reconfigure their servers to meet the team’s specific needs and requirements.

Challenges of server management

Managing servers can also involve bottlenecks that IT teams should be prepared to handle. Here are some of them:

1. Tool sprawl: Relying on multiple disconnected tools decreases the efficiency of server management. It can reduce productivity, create silos, and increase the risk of missed issues. To mitigate this, an organization should look for a unified platform that can cater to essential operations that they usually do, such as monitoring, patching, backup, and remote access.
2. Infrastructure issues: Hardware components play a big role in server management, so when they start showing problems—say, from wear and tear—the whole operation may fail, causing costly downtime if not addressed proactively.
3. Patching complexity: Keeping operating systems and third-party software up to date across multiple environments is time-consuming, especially when dealing with manual workflows or inconsistent policies.
4. Alert fatigue: A flood of alerts without context or prioritization can overwhelm technicians, causing them to miss critical issues or delay response times. Addressing this involves deploying a tool that can filter unnecessary notifications and false positives.

Internal vs. external server management

Organizations have a few choices to make when it comes to server management. Not every organization needs (or can budget for) an in-house team to manage their servers and IT environment. If personnel or costs aren’t an issue, internal management provides the advantage of having total control of your server environments.

If your own IT team will be handling server management, it’s important to ensure that they have the right tools for the task. Many tools are available for system administrators, giving them features like automation, notifications, and reporting that make the job easier to manage. Remote monitoring and management (RMM) tools can offer many of these functions while also giving your team the ability to interface with the server as well as make adjustments or repairs remotely. For large enterprises, this capability is nearly essential.

Organizations that don’t want to take on the task of server management internally have the option to go with external server management. By working with a MSP or other outside IT company, they can put the responsibility of server monitoring and maintenance on outsourced professionals.

Server management with NinjaOne

The NinjaOne endpoint management platform provides a suite of remote tools operating entirely in the background, providing IT organizations with an array of server management options and capabilities. These include

• accessing servers remotely and securely,
• remediating issues through a technician’s actions or through automation,
• patching operating systems and third-party applications, and
• updating configurations in real time.

Conclusion

Overall, modern organizations rely on their IT to function. The foundation of a reliable, working IT environment is servers that are tracked and maintained by professionals. There are several best practices for managing the hardware and software involved in server operation, and when followed, these guidelines can help ensure working, efficient technology with minimal downtime.

Several tools are available to aid in managing servers, but for organizations without an in-house IT team, the best solution may be to outsource this task to outside professionals.

NinjaOne RMM for server management

• Powerful, Easy-to-Use Remote Monitoring and Management Platform
• Easy IT Automation
• Comprehensive Patch Management
• Robust Monitoring and Alerting
• Fast, Secure Remote Access
• Integrated Cloud Backup