Tending Technology

Don’t let your computers and software fall out of date and slow you down. Keep things running smoothly with a regular program of upgrades and updates.

When it comes to office technology, the story reads a bit like The Three Bears: Some businesses have too much, others have too little, and a few get it just right.

Unfortunately, office technology isn’t something you can think about just 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 need a radical technology overhaul. More likely, it just needs a bit of a makeover.

Don’t fear the update

The first step in keeping office computers operating smoothly is to stay on top of updates. Every computer should be set up to notify the user of updates from software vendors. Once you’re notified, you can go ahead with the update, or wait. Some people prefer to go beyond notification, to having the computer update automatically.

There is no reason to fear updates and assume that to download them is to invite trouble. Just the opposite is true. Most updates improve security and help keep a computer running as fast as it should. The newer the software, the less likely your machine is to get a virus. Also check to make sure proper firewalls, anti-virus and anti-spyware programs are installed.

Upgrade or replace?

One of the bigger investments a small business makes in office equipment is for computers. 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. Lifespan also depends on how your software changes.

Generally, after a few years, a system may not be as fast as it once was, space to store files may become limited, and the hardware may no longer meet the requirements for the latest software. The options are to upgrade or replace the computer.

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. That’s because an upgrade will give you a new functional lifespan of roughly half of what a replacement would give you.

What can you upgrade?

On a desktop computer, the most common upgrades are memory and hard drive. Memory is the simplest and most cost effective to upgrade. The more memory a PC has, the more data it can process efficiently. While most desktop computers come with enough memory when you buy them, they use up more working memory (random access memory, or RAM) as programs get more complex. After a while, you may need more memory. A computer might benefit from a memory upgrade when you:

• Upgrade the operating system

• Install new applications

• Install multimedia cards

• Add peripherals

You can buy memory where you bought your computer, or from online sources. Do some research or ask a reliable computer technician to recommend a supplier. Memory is easy to install yourself, but you can also take the computer to the place you bought it or a local computer repair shop.

As for hard drives, computers often need more storage space because the amount of digital audio, video, photos and data we store is growing so fast. When a computer starts running out of space, it is easy to buy a new internal or 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 are still new enough to be useful, you can donate them to a school, church or other nonprofit group. Otherwise, check into local regulations on recycling of old computers.

Adding peripherals

Once your computer is running fast and efficiently, it’s time to look at your peripherals: printers, scanner, fax machine and copier. Laser printers have been quite affordable and efficient for years – what’s new is that they are getting greener. For example, some models now offer automatic duplexing, which prints on both sides of the page to save paper. Some printers use nearly 80 percent less power with more energy-efficient ready and sleep modes.

Today’s scanners (whether stand-alone or included in multifunction printers) use less power, too, thanks to LED light technology that allows them to be ready to scan almost instantly instead of having to warm up.

Many businesses choose combination units that print, scan, copy and fax. These save money and space and are especially helpful if there are some functions you only use occasionally. Why have a separate fax machine if you only send one fax per week?

Is the fax machine extinct or merely endangered? That depends on your business and your customers. Regardless, fax machines are often temperamental, and you can handle most of the same functions using e-mail or fax software on your computer. But if you have clients who are not online, or if some documents and contracts require an actual signature, you still need a good fax machine.

Do more with software

While you’re updating your computer, you might consider automating some of the operations you still do manually. For example, you probably would benefit from automating your bookkeeping with accounting software. Your accountant can show you how to use it.

To find out what else you can automate, do some online research to learn what software is available. You’re likely to find affordable programs, for job scheduling, service dispatching, vehicle routing, job costing and estimating, equipment tracking, material and labor tracking, purchasing, payroll management, customer contact management, and more.

On the road

When your people are on the road, they may need portable computers. 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. They are small and sleek, but their functionality is somewhat limited, and their smaller keyboards are awkward for some users.

Whatever type of computers you own, it’s wise to create a technology upgrade and replacement schedule for your business. Upgrade after three years, replace after five? Or replace one-third each year in a regular cycle? Figure out what works best for your budget and systems. No matter how you spread out the expenditures, 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.”



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