Developing
A Computer Strategy For Your Business
Whether
you’re just beginning to automate your business or you’re ready to upgrade
your computer or production equipment, it’s important to start by establishing
a practical plan. Otherwise, you risk making mistakes that can be costly both in
dollars and in employee productivity. Here are a few things to consider.
Identify
Your Objectives
It’s
impossible to hit a target you can’t see. Therefore, before you make a single
purchase, sit down and identify your needs and objectives. What are the problems
you’re trying to solve? What are you hoping to achieve? Clarify what you want
technology to do for your company. Remember, in order for technology to be
effective, you must match function with need. And don’t stop once you’ve
outlined your current needs — try to determine future requirements as well.
Taking the time to pinpoint your business expansion goals will help to ensure
that the money you’re spending now will still be providing paybacks down the
road. In short, it’s better to grow into a system than out of one.
Prioritize
Because most
small businesses don’t have the resources to revamp every business function,
it’s important to prioritize what you want to accomplish and when. Set up an
installation plan by figuring out what departments need technology first.
Installing new systems and software gradually over time reduces disruptions; it
also means that a company doesn’t have to come up with a huge chunk of change
all at once.
Maximize
Existing Resources
Often, small
business owners don’t fully use the features of a company’s existing
technology. If you’ve already made an investment in technology, be sure to
explore its capabilities fully before rushing out to replace it. And, if new
technology is needed, don’t assume you need to start from scratch. It may be
possible to integrate new technology into your existing hardware and software.
Go
With The ‘Tried And True’
Given the
fast-paced nature of innovation and the intense marketing that accompanies new
developments, it’s easy to be drawn into spending big dollars on unproven
hardware and software. Instead, choose hardware and software that are based on
recognized standards. Not only are you less likely to have compatibility
problems, but the equipment you buy will be easier to support and upgrade.
Don’t Buy
Technology For The Sake Of Technology
You don’t
want to skimp on technology that’s vital to your business, but a company that
buys equipment that far exceeds its needs is falling into another technology
trap. Don’t waste money by spending for capacity that you won’t use for
years — if ever.
Don’t
Choose Price Over Performance, Either
Small
businesses often experience sticker shock when it comes to hardware, software,
networks, and services. Thus, it can be tempting to buy no-name PC clones and
inexpensive “small business” software. Before going this route, check out
warranties and service contracts to ensure that you’ll have access to help
should your systems encounter problems.
Don’t
Scrimp On Technical Support
Many
companies cut back on technical support to save money. The net result is that
your expensive new system becomes worthless once it crashes. Also, while you may
have saved money up front by opting not to sign a support contract, you may end
up having to pay top dollar for emergency services — and you’ll also incur
the expense of downtime. That’s why it’s important to assess the level of
technical support you can expect from a vendor or supplier and identify a
computer consultant who can supplement that support if necessary.
Back
Up All Your Data
Mass storage
devices are inexpensive, reliable, and easy to find. Don’t wait until a system
failure, virus, or other event results in lost data. Implement safeguards and
recovery plans to protect your data and applications — before there’s a
problem.
Secure
Your Computer’s Physical Location
For most
business owners, their computer holds the most vital information about their
organization, from financial information, to marketing strategies, to
competitive data and analyses. Access should be restricted to employees who have
a business purpose for using the equipment.
Don’t
Scrimp On Training
The best
hardware and software products won’t do your company any good if no one knows
how to use them. If you can’t afford to train your entire staff, send a few
key employees to classes, then let them pass on their knowledge to other
workers. If instructor-led training is too expensive, consider Internet or
PC-based training with CD-ROM courses.
Finally,
Get Help from the Experts
Despite the
number of “how-to” technology books on the market today, most small business
owners will need some professional assistance in making technology-related
decisions. Check with your information technology professionals, colleagues in
your industry, or even computer vendors for advice. At the same time, arm
yourself with some knowledge of your own about computers and software.