From calculators to a “scan to Microsoft Word” option on multi-function printers, technology has a long history of making a business more efficient. With that said, when was the last time you evaluated the capabilities of your technology? Have you replaced office laptops every 2-5 years as recommended, or do they labor away after 6+ years? With problems lurking in both hardware and software, here are the biggest mistakes potentially hurting your business—and your bottom line—that you can avoid.
1. Over-Extending the Life of your Technology
While it may seem counterintuitive to buy a new multi-function printer (MFP) when your 7-year old printer, scanner, and copier devices still work, consider this: If a repair is needed, older parts are harder to acquire, more expensive, and may require more work to install. With the average life of hardware and software being estimated at only a few years, the capabilities and energy savings of a new device cannot be ignored either.
Integration issues also play a role in the age of technology. While a new MFP will likely have wireless technology to easily communicate with the newer office computers, you’re stuck figuring out how to get old and new equipment to communicate which is often easier said than done.
2. Not Backing up Files Regularly
The old standby rule of having 3 copies of your data, in 2 forms of media, with 1 stored in an offsite location, is well known for a reason: having multiple copies of data ensures that any computer crash or data loss will leave minimal damage. Instead of taking days to recover data—if the attempts are successful—your business can be up and running with minimal downtime. Automating your backups can also save time, as they protect your work without needing to set aside staff time and effort.
3. Ignoring Software Updates
We’ve long covered the dangers of using out-of-date software, and the effects it can have on the security of your business. With hackers specifically targeting smaller companies, one virus or instance of ransomware attack could be detrimental, and keeping your software updated is any easy way to fight off viruses.
4. Inadequate Technical Support
Think of running your business as owning a car, and technical support like regularly-scheduled maintenance: oil changes, tire rotations, diagnostic tune-ups. By not performing regular maintenance on your office technology, you’re subject to unpredictable breakdowns that will be more costly and lengthy. Furthermore, those who don’t have a proactive IT department often wind up with a band-aid solution, without uncovering or addressing the root of the problem.
5. Continued Use of Paper Forms
With many forms becoming outdated within 3 months, there’s no better time to look into electronic content management (ECM) to digitize and bring your paperwork into the 21st Century. Since a typical employee spends up to 40% of their time looking for printed documents, ECM is a no-brainer: save your employees the time and headaches and let your forms be found with a computer search. Electronic forms also don’t have the space requirements of several filing cabinets.Don’t let easy-to-correct technology oversights jeopardize your company’s present or future. Take measures today to overcome these potential pitfalls. And if you have questions or doubts, contact us today for a free consultation.