When it comes to office technology, the story reads a bit like The Three Bears: Some businesses have “tooooooo much,” others have “tooooooo little,” and a few wise businesses get it “just right.”
Unfortunately, office technology isn’t something you can think about once and then live happily ever after. An ongoing investment of time and money is what keeps a business technologically up to date and efficient. But don’t break the bank buying every piece of the latest and greatest equipment the second it hits the market. Your office probably doesn’t require a radical technology overhaul, but rather a bit of a makeover to bring it up to speed.
Don’t Fear the Update
The first step in keeping office computers operating smoothly is to stay on top of frequent updates. Every computer should be set up to notify the user of updates. Once notified, permission for the machine to go ahead with the update can be given, denied or postponed. For some people it’s better to go beyond mere notification — which makes it easy to put off updating indefinitely — to having the computer update automatically.
There is no reason to fear updates and assume downloading them is inviting trouble. Just the opposite is true. Most updates improve security, and help keep a computer running as fast as it should. The newer versions of data a computer uses, the less likely it is to get a virus.
Also check to make sure proper firewalls, anti-virus and anti-spyware software are installed.
Computers: Upgrade or Replace?
One of the bigger investments a small business makes in office equipment is for computers, so you want to keep them working well. On average, a desktop PC has a functional lifespan of two to five years depending on the type of system and how hardware components advance in those years. It also depends on how the software you run changes over the lifespan of the computer system. But generally, after a few years, a system may not be as fast as it once was, space to store files becomes limited and the hardware doesn’t meet the requirements for the latest software. The options are upgrade or replace.
A good rule of thumb is to upgrade only if it will cost roughly half or less what it would cost to get a new system because an upgrade will give you a functional lifespan of roughly half of what a replacement will give you.
What’s Upgradeable?
On a desktop computer, the most common upgrades are memory and hard drive, with memory being the simplest and most cost effective.
The more memory a PC has, the more data it can process efficiently. While most desktop computers come with sufficient memory at the time of purchase, they use up more working memory, or RAM (random access memory) as programs get more complex. After awhile an upgrade becomes necessary. A computer might benefit from a memory upgrade when you:
• Upgrade the operating system
• Install new applications
• Install multimedia cards
• Add peripherals
Memory can be purchased where you bought your computer, or from abundant online sources. Do some research or ask a reliable computer technician to recommend a supplier.
Installing memory is easy to do yourself, or you can take the computer to the place you purchased it or a local computer repair shop. The same is true for the next most common upgrade, hard drives.
Computers often need additional storage because the amount of digital audio, video, photos and data we store is growing so fast. But when a computer starts running out of space, it is easy to purchase a new internal hard drive for installation or an external drive. Refer to the computer specifications to determine what type of hard drive it uses. One problem you don’t have when you upgrade that you will have if you replace is how to get rid of the old computers. If they can still be of use to someone, you can donate to a school, church or other nonprofit group. Otherwise, check into local regulations regarding the disposal of old computers.
Beyond the Desktop: Peripherals
Once your computer is running fast and efficient, it’s time to look at your peripherals: printers, scanner, fax machine and copier.
Laser printers have been quite affordable and efficient for many years now, but what’s new is that they are getting greener. There are now models offering automatic duplexing, which prints one page, retracts the paper and prints the other side to reduce paper usage. Some printers have dropped power consumption by nearly 80 percent, using more energy-efficient ready and sleep modes.
Scanners (stand-alone, or those included in multi-function printers) are using less power, too, thanks to LED light technology that allows them to be ready to scan almost instantly instead of having to warm up for a few minutes.
Many businesses opt for combination units that print, scan, copy and/or fax. These save both money and precious office space and are an especially good idea if you only occasionally have a need for one or two of these functions.
The question of whether or not the fax machine is extinct or merely endangered depends on your business and your customers. Fax machines are often temperamental creatures and most of what they do can be done either via e-mail or fax software on your computer. There are cases, however few, where clients are not online, or documents and contracts require an actual signature. Then a good fax machine is still an office necessity.
Do More with Software
Maybe the slow season, when snow is blanketing your restrooms and the phone is quiet, would be a good time to convert some of the operations you still do manually to the computer.
If you still do paper recordkeeping, take the first step and automate your bookkeeping with accounting software. Your accountant has probably been suggesting this for years and would be happy to show you how to use it or refer you to someone who would.
If some aspects of your business are computerized, but you want to go further, do some online research to learn what other software is available. This includes available software specifically designed for portable sanitation companies that can be used for job scheduling, service dispatches, vehicle routing, job costing and estimating, equipment tracking, material and labor tracking, purchasing, payroll management, invoicing, and all accounting and financial reporting.
On the Road
When you transfer functions from paper to computer, you may need portable computers for drivers. In the past, laptops could be bulky, but now there are smaller options called notebooks or netbooks. Notebooks are multifunctional whereas netbooks are designed mainly for Internet use. Their small size and sleek design makes them attractive, but be aware that their function is slightly limited and the smaller keyboard is awkward for some users.
Whether it’s netbooks, notebooks, laptops or desktops, if your business owns several computers it’s wise to create a technology upgrade and replacement schedule. Upgrade after three years, replace after five? Or replace a third each year for three years? Figure out what works best for your budget and systems. However you spread out the capital expenditures for the office, a schedule will help you avoid surprises and keep your business up to date with technology.
Once on a schedule, you may find yourself looking back in horror at how haphazardly you managed technology “once upon a time.”
