Technology working for you

A client once showed me all the great reports her new software module could produce. It was amazing. After showing me all of the wonderful data crunching her software could do I asked, "Which reports do you use and what do they tell you?" She hesitated, "Uh, well, I don't really use them." Her cost for the module? $2,200 a year. Money wasted:-(

Technology in the workplace can be a great addition. Unfortunately, technology in the workplace can be a negative impediment if you do not plan and implement appropriately.

​Following are some tips when looking in to implementing technology into your workplace: 

1. Decide what you need - There are a lot of technology solutions available for a variety of business purposes. it is important that you identify specifically what you need your technology to do for you. Write down what you need on a piece of paper...low-tech approach but it can save you money. 

2. "Bells & Whistles" - these can be noisy and distracting. When viewing technology, whether it is software or a techno-gadget, focus on your basic needs. Often the bells & whistles turn into distractions, or create additional tasks that you or your employees will have to complete for little return. It is easy to be distracted by the neatest gadget that is purported to simplify your work, when in reality it complicates it. Refer back to your list in number one above. 

3. Simpler is often better! - the simpler the device or software package the easier it will be to train existing and new personnel. You should not reduce your list of needs, but consider the basic functioning that is needed to best fit your average employee. Many call this "user-friendly" and you will call it "easy" in the long run. 

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4. Budget - set a budget before you begin and stick to it. Some sales people could lure you in to the next level of technology, or offer additional modules or packages that stretch your budget. Be aware of ongoing maintenance and upgrade costs. If you go beyond your budget you will find yourself working for your new technology instead of working for profit!

5. "Care & Feeding" - consider what the long term impacts might be to care and feed your new technology. Will you need to purchase additional server storage, maintenance contracts, or are there other hidden costs that will increase your overall investment. Is there a cost for converting existing data, changing over your technology? Beware of the long term costs. 

6. Reduce equipment requirements - technology, soft and hardware changes rapidly. Chances are your latest purchase will be outdated in a few months. If there is an opportunity to reduce the equipment needed and it can work for your business, consider alternatives that require less equipment and installation such as moving to a cloud based platform or using a web based application.

Technology can be great, or it can be a great drain on your financial resources with little return. Carefully consider your technology needs, opt for the simpler approach that meets your needs, and look for opportunities to reduce your costs. Your bottom line will thank you for it!