The end of the year is a time of reflection for many business owners, as they reflect on the year past and set new goals with excitement and vitality—all in the name of getting more accomplished in the year ahead to achieve greater success. However, frequently, technology hiccups are hurdles to getting more done, or improving productivity, in small businesses.
These are 6 technology tips to help small business owners improve productivity and achieve more considerable success in the New Year.
1. Plan for New Technology—Before You Need It
Often poor planning leads to outdated technology and lack of funds to invest in new hardware (laptops to copiers), software, or services to make upgrades to keep pace with a growing small business. During annual planning, create a technology roadmap, outlining anticipated needs for the coming year (or longer) and accrue funds, and secure partners accordingly.
2. Conduct Regular PC Check-Ups—Run Updates in Timely Manner
Installing updates to central operating systems is key to ensuring your network and personal computing devices run smoothly and to minimizing downtime. Lack of updating these systems often requires a call to vendors or consultants for support. These calls lead to downtime and unplanned expenses that set you back on your goals.
3. Electronic Data is More Efficient—Shift Documents to Electronic Files
The cost of producing paper records and managing paper documents adds up. Consider that printing costs reportedly consume 1-3% of annual revenues for most organizations, and the popular four-drawer filing cabinet is estimated to cost $25,000 to fill and $2,100 annually to maintain. This output in manual form is not searchable, shareable, or secure. As document scanning, capture, and storage systems are increasingly adopted by businesses of all sizes, look to a system to assist in document information management. Most multi-functional copiers are compatible with basic document management systems.
4. Secure Your Data—Back-Up Data Regularly
Electronic data capture is essential to businesses. Securing the electronic data with a reliable, multi-pronged, systematic backup system is critical to ensure business continuity. Nearly half (44%) of the companies that experience a disaster never recover business data and almost as many (47%) go out of business in two years.
5. Seek Expert Help—Inexperience Can Cost You
Experienced IT managers can ensure your network is set up according to best practices. A network designed to specs outside the IT industry norm can be costly to repair when issues do arise. Should you be forced to switch to another provider, the cost could exponentially grow as that team learns your unique network setup.
6. Get the Most from What You Have—Office 365 Tips
Leveraging the investments you have already made can help you with productivity. Explore the functionality of the software and technology in which you have already made investments. Microsoft Office 365 is a conventional software package, which packs a lot of functionality in its various programs. Watch tutorials, join online forums or search for blog posts—such as this one—on tips on using this software to help with productivity.
Follow these six tips to help your small business avoid IT hiccups in the coming year, allowing you to focus on jumping the significant hurdles to increased productivity and success. Should you need help ensuring your small business information technology network is set up for your success, let me help.
Sources: NAPO, Gartner, Cooper & Lybrand, Ernest & Young, Price Waterhouse Coopers, Document Management Research