VPN vs. Zero-Trust: Why SMBs Should Upgrade Before 2025

Last Updated on August 13, 2025

Small businesses have always been resourceful when it comes to IT. You probably have that server in the office closet that's been running steadily for years, a mix of Windows and Mac computers that work together reasonably well, and an adequate VPN setup when your team was smaller and mostly worked from the office.

However, the technology landscape has evolved significantly. That VPN that's reliably connecting your remote workers to company files now presents security challenges that didn't exist when it was first deployed. Unlike Fortune 500 companies with dedicated security teams and substantial budgets, most small businesses operate with practical, cost-effective solutions that may need updating.

Zero Trust Network Access (ZTNA) solutions have matured to serve businesses like yours. They are designed for straightforward implementation without requiring extensive technical expertise or enterprise-level budgets.

Understanding VPN Limitations in Modern Business

To understand why Zero Trust solutions are gaining adoption, examining how VPNs function in today's business environment is helpful. When remote work expanded rapidly in 2020, many businesses implemented VPN solutions as a quick way to provide secure access to files and applications. For its time, this approach served its purpose effectively.

However, VPNs were designed for a different work model—when employees primarily worked in the office and only occasionally needed remote access. Today's business environment looks quite different:

The SMB VPN Reality Check

Your team probably complains about VPN speed. When Sarah from accounting tries to access the Office file server through the VPN, it takes forever to load. When your sales team demos software to clients, they pray the connection doesn't drop mid-presentation.

Security management becomes reactive. Every few months, another VPN vulnerability is reported. Your hardware vendor sends security patches that require downtime, and someone needs to apply them manually, often during critical business periods.

Adding new employees is painful. Each new hire must configure user accounts, set up VPN client software, and troubleshoot why it won't work on their home network. Your onboarding process includes a 30-minute “how to connect to the VPN” session that still results in help tickets.

Current Statistics and Trends

Recent research from cybersecurity organizations provides insight into the challenges facing small businesses using traditional VPNs:

• 92% of organizations express concern about ransomware attacks due to VPN vulnerabilities (Zscaler ThreatLabz 2025 VPN Risk Report)
• 43% of cyberattacks target small businesses, according to recent cybersecurity research
• Performance complaints about VPN speed and reliability are consistently reported across small business surveys
• The average recovery cost from a data breach is $4.44 million globally, with U.S. businesses facing costs of $10.22 million per incident (IBM 2025 Cost of a Data Breach Report)

For a small business, these statistics highlight the importance of evaluating current security infrastructure and considering modern alternatives.

Understanding Zero Trust Network Access for Small Businesses

When you hear “Zero Trust,” you might think of complex enterprise software with technical features that require a dedicated security team to manage. The reality is that modern ZTNA solutions are more straightforward and practical for small businesses.

Zero Trust Network Access (ZTNA) operates on a simple principle: verify identity and device security before allowing access to specific applications, rather than granting broad network access.

Zero Trust in Plain English

Instead of network access, think application access. Rather than giving someone a key to your entire office building, you give them access to specific rooms they need for their job. Sarah from accounting gets access to QuickBooks and the shared file server, but not to the customer database, which is only needed by sales.

Continuous verification, not one-time authentication. Traditional VPNs work like hotel key cards—once you're authenticated, you have access until you disconnect. Zero Trust is like a security guard checking your ID every time you enter a different building area.

Cloud-delivered security, not hardware you maintain. Instead of managing a physical VPN appliance that needs updates and maintenance, ZTNA solutions run in the cloud. Someone else handles the infrastructure, patches, and scaling—you just manage user access through a web dashboard.

VPN vs. Zero Trust: What Actually Changes

For small business owners, the practical differences matter more than technical specifications. Here's what changes in your day-to-day operations:

Aspect	Traditional VPN	Zero Trust (ZTNA)
New Employee Setup	Install VPN client, configure settings, troubleshoot connection issues	Add the user to the web dashboard, they download one app, and log in
Application Access	Connect to VPN, then access everything on the network	Direct access to specific applications based on job role
Performance	All traffic routes through the VPN server create bottlenecks	Direct connections to cloud apps, faster access
Security Updates	Manual patching, planned downtime, and hardware refresh cycles	Automatic updates, no downtime, no hardware to maintain
Troubleshooting	“Can you try disconnecting and reconnecting to the VPN?”	Clear dashboard showing who accessed what and when
Scaling	Hardware upgrades are needed for more users	Add users instantly through the web dashboard

ZTNA Solutions That Work for Small Business

The ZTNA market has matured to the point where small businesses have practical, affordable options. Unlike enterprise solutions that require months of implementation and teams of consultants, these platforms are designed for the “IT person who wears many hats” reality of small businesses.

Top Recommendations for SMBs

*Pricing subject to change; contact vendors for current rates

What About Budget Constraints?

The honest truth is that ZTNA solutions typically cost more per user per month than maintaining an existing VPN. However, the total cost of ownership often favors ZTNA when you factor in:

• No hardware refresh costs: That VPN appliance will need replacement in 3-5 years
• Reduced IT time: Less troubleshooting, easier user management
• Improved productivity: Faster application access, fewer connection issues
• Security incident prevention: The cost of one breach exceeds years of ZTNA subscriptions

Integrating Zero Trust with Your Existing Network

Many small businesses worry that adopting Zero Trust means ripping out their existing network infrastructure. This isn't the case—especially if you've invested in quality networking equipment like UniFi systems.

Zero Trust and robust network infrastructure complement each other. Your UniFi network provides the foundation—reliable connectivity, network segmentation, and traffic monitoring—while ZTNA adds application-level security that travels with your users regardless of their location.

The Hybrid Approach That Actually Works

Based on implementation case studies, most successful small business Zero Trust implementations follow a practical progression:

This approach lets you maintain business continuity while gradually improving security. You're not betting the entire business on a technology change—you're making incremental improvements that compound over time.

Making the Business Case to Stakeholders

You must build a compelling case for Zero Trust migration if you're not the ultimate decision-maker. Small business owners and executives care about cost, risk, and operational impact.

The Financial Reality

Here's how to frame the investment for stakeholders who think in terms of quarterly budgets:

For most small businesses, the break-even point comes within 12-18 months—and that's before considering the security improvements and productivity gains.

Addressing Common Objections

“Our VPN works fine.” Ask when it was last updated, how many user complaints you've received in the past six months, and whether it would scale to handle 50% more users. Many established VPN systems may appear stable, with underlying limitations that become apparent under stress or growth.

“We don't have time for a major technology change.” Emphasize the phased approach and highlight that ZTNA reduces ongoing IT time rather than increasing it. The initial investment in time pays dividends in reduced maintenance.

“We're too small to be targeted by hackers.” Share statistics about small business targeting and the average cost of incidents. Small businesses are often preferred targets precisely because they have weaker security and are less likely to have incident response plans.

Implementation: What to Expect

Small business owners want realistic expectations, not vendor marketing promises. Here's what a typical ZTNA implementation actually looks like for a 15-30 person business:

Week 1-2: Planning and Initial Setup

You'll spend time mapping out who needs access to what. This sounds tedious, but it's actually enlightening—you'll probably discover that people have access to things they don't need and lack access to things they do.

The ZTNA platform setup itself is usually straightforward. Most providers offer guided setup wizards that walk you through the basics. Plan for 2-4 hours of configuration time.

Week 3-4: Pilot Testing

Start with a small group—maybe 3-5 willing participants who are comfortable with technology. Have them use ZTNA to access 2-3 applications while maintaining VPN access as backup.

This phase is crucial for working out kinks and building internal advocacy. Choose pilot users who will give honest feedback but aren't overly critical of small hiccups.

Month 2-3: Gradual Rollout

Expand to the rest of your team, migrating applications based on risk and complexity. Cloud applications like Office 365 or Salesforce typically migrate easily. Legacy applications or internal file servers may need more planning.

Expect questions and some resistance to change. Have documentation ready and consider brief training sessions for less technical users.

Month 4-6: Optimization and VPN Sunset

Fine-tune access policies based on actual usage patterns. You'll likely discover opportunities to improve security by restricting unnecessary access and improving productivity by streamlining legitimate access.

Eventually, you'll reach the point where VPN usage becomes minimal. At this stage, you can plan to completely decommission the VPN.

Beyond Security: The Operational Benefits

While security is the primary driver for Zero Trust adoption, the operational improvements often provide the most immediate value for small businesses.

Simplified IT Management

Instead of maintaining VPN infrastructure, you'll manage user access through web dashboards. Adding a new employee becomes a 5-minute task instead of a 30-minute troubleshooting session. When someone leaves the company, you can instantly revoke all access without worrying about forgotten accounts or shared credentials.

Better User Experience

Your team will appreciate faster access to applications and fewer “connection failed” messages. Remote workers get the same experience whether they're at home, in a coffee shop, or at a client's office.

Improved Visibility

ZTNA platforms provide detailed logs of who accessed what, when, and from where. This visibility helps with troubleshooting (“Sarah can't access the CRM” becomes “Sarah's laptop failed device compliance check”) and provides audit trails for compliance requirements.

For small businesses that plan to grow, this operational foundation becomes valuable as you scale. Adding your 50th employee is as easy as adding your 5th.

Getting Started: Your Next Steps

If you've read this far, you're probably convinced that Zero Trust makes sense for your business. The question is how to begin without disrupting daily operations.

Step 1: Assess Your Current Situation

Start with a comprehensive security assessment to evaluate your current VPN setup, application landscape, and user requirements. This assessment helps you understand the scope of migration and identify quick wins.

Step 2: Evaluate Solutions

Most ZTNA vendors offer free trials or pilot programs. Take advantage of these to test with a small group before making commitments. Focus on ease of use and integration with your existing systems rather than feature checklists.

Step 3: Plan Your Migration

Develop a realistic timeline that accounts for your business cycles and available resources. Avoid major changes during busy seasons or when key team members are unavailable.

Consider starting at a natural transition point—when onboarding new employees, upgrading other systems, or moving office locations.

Step 4: Get Professional Guidance

While ZTNA platforms are designed for self-implementation, having expert guidance can save time and prevent costly mistakes. Consider a professional assessment to validate your approach and identify potential issues before they become problems.

Planning Your Technology Evolution

The transition from VPN to Zero Trust represents a significant shift in how businesses approach remote access security. Industry research suggests that this evolution will continue, with organizations seeking solutions that better address modern work environments and security challenges.

This transition presents an opportunity for small businesses to implement security improvements gradually and strategically. The benefits extend beyond security, including operational efficiency, better user experience, and scalable infrastructure that can grow with your business.

Rather than waiting for external pressures to force change, small businesses can evaluate their current remote access solutions and plan improvements that align with their operational needs and budget constraints.

Your business doesn't require a perfect Zero Trust implementation to benefit from improved security and user experience. A practical migration plan that fits your operational requirements and resources can provide meaningful improvements while building toward more comprehensive security over time.

The key consideration is whether your business will evaluate and implement these changes proactively, allowing for careful planning and gradual implementation, or whether external factors will eventually require rapid changes under time pressure.

Frequently Asked Questions

Related Resources

To support your Zero Trust migration journey, explore these additional iFeelTech resources:

• Small Business Cybersecurity Guide – Comprehensive security framework including Zero Trust principles
• Remote Work Cybersecurity Guide – Secure remote access strategies for distributed teams
• Best Business Password Managers – Identity management tools that complement Zero Trust
• UniFi Business Network Guide – Network infrastructure planning and implementation
• Best Cybersecurity Software for Small Business – Complete security stack recommendations

Need expert guidance on your Zero Trust migration? Schedule a free network assessment with iFeelTech's cybersecurity specialists. We'll evaluate your current setup and provide a customized migration roadmap for your business.