Technology
is changing at a rapid pace. Everyday it seems the latest
and greatest is replaced with the next best thing. Most
small business owners are apprehensive about making technology
purchases, fearful their equipment will be deemed outdated
within a few months.
While keeping up with technology does require a financial
investment, the cost of being behind is far greater. But
it's not an "all or nothing" proposition. You
can be technologically relevant and wise with your company's
finances at the same time. There are also some ways to keep
costs down that are often overlooked; here are six of them:
-
Invest money up-front on adequate equipment that will
last
.
Look to the future and invest in technology hardware and
software that will grow with you. An example of this may
be getting a PC with a faster processor. You may not need
it right now, but you'll be thankful in a year or so when
you do.
- Consolidate
internet and telephone service into a bundled package.
Also called "convergence," this is a great way
to save money on a monthly basis by paying a flat rate.
You will also save time paying bills because you will
be billed on one simple invoice. There are several companies
that offer bundled packages.
- Centrally
manage and monitor anti-virus software, backups, critical
updates, and business documents and files.
Whether you have your own IT staff or outsource to an
IT support provider, you will save a lot of time and money
by managing these items in a central location. Imagine
the time it takes to update anti-virus software, operating
system patches and updates on every workstation or to
backup every workstation individually on a daily basis.
A central location for storing all of your office documents
also eliminates the risk of data loss from human error
and the confusion of which document is the most updated.
While it may cost more up-front to purchase software and
hardware that can be managed from a central server, you
will save a lot of money down the road. In addition, your
employees can spend time being more productive instead
of conducting backups and updates for their individual
workstations or creating workarounds because of inadequate
network capabilities.
-
Implement an "Acceptable Use" policy for employees.
Millions of productive work hours are lost every year
in companies across the nation because of employee access
to the Internet. Not only does surfing the web take time
away from work, it also increases the likelihood of company-wide
exposure to harmful viruses. It is important to introduce
"acceptable use" policies for the technology
and equipment your employees have been entrusted to use.
If you continue to see problems resulting from improper
use of technology, you may want to consider investing
in software that filters web and email content.
-
Change your technology approach from "break-fix"
to regular maintenance.
It is far more cost effective to prevent problems than
to fix them. You've probably experienced this with your
car. If you change the oil on a regular basis, you have
a higher likelihood of avoiding costly repairs. The same
applies to the technology in your office. In addition
to costs saved by prevention (and having more predictable
IT expenditures), you will also save money when things
do "break" (because they will) by having someone
who is familiar with your network and configuration. The
difference is money in your pocket between an IT professional
who is unfamiliar with your network, versus one who already
knows it intimately.
-
Have a plan.
Know how you want to use technology to accomplish goals
for your business. Do you want to eventually automate
systems that employees are currently handling? Do you
plan for company expansion to include offices in other
parts of the country? Will you want the employees at those
offices connected to the same network? Would shared contacts
and calendars help your office?
By having a plan and knowing what you want to accomplish,
you are less likely to spend money on non-essentials.
It's the difference between going to the grocery store
with a list or without one. Stick to your list. Be flexible
if changes are legitimate and warranted, but at least
know what's on your list. By having a plan, you can also
budget for IT and you may have fewer big expenditures
as a result. This will help with cash flow, which is of
utmost importance to small and mid-sized companies. Choosing
an IT support provider who provides these kinds of planning
services is also a good indicator of how they will approach
supporting your office i.e. proactively vs. reactively.
Conclusion:
Obviously every company and situation is different. You may
be able to save money in other ways based upon your specific
technology needs or network configuration. However, if you
don't have someone who is responsible for and knowledgeable
about your systems, you could be missing out on a bundle of
savings. Whether you outsource to an IT support provider,
or have your own IT staff, empower this person with the task
of finding ways for the company to save money while keeping
focused on your company's goals.
About
Total Computers
Total Computers is a professional outsourced computer service
company serving small businesses in Mumbai Our specialties
are network planning (network consulting), network projects,
and ongoing network/computer maintenance. We pride ourselves
on not only delivering the results you expect, but also
being knowledgeable, systematic, accountable, trustworthy
and easy to work with. To speak with a Support Advisor about
the the computer support provided by Total Computers email
us at
info@total-computers.net
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